Microsoft Office Tutorials and References
In Depth Information
4. At the bottom of the Mail Merge task pane, click Next: Starting document . The Mail Merge
task pane displays information and options that you can use to select a starting document—
that is, to select a main document. In this case, you want to start from an existing document.
Specifically, you want to use the Letter document included with your Data Files.
5. Click the Start from existing document option button. The task pane displays options for
opening an existing document.
6. Verify that (More files…) is selected, click the Open button on the task pane, and then use
the Open dialog box to select and open the file Letter located in the Tutorial.04\Tutorial
folder. Word inserts the text of the Letter file into the new, blank document, leaving the
original Letter file untouched.
7. Check your screen to make sure your document window is in Print Layout view at
100% zoom and with nonprinting characters displayed.
8. Save the document as Cover Letter in the Tutorial.04\Tutorial folder, and then scroll down
if necessary to display the entire letter. Close the rulers if they are open.
When he first typed the letter, Max included the text in brackets as placeholder text.
You will replace the bracketed text with merge fields. First, you need to tell Word where
to find the list of recipients for Max’s letter.
Selecting a Data Source
You can use many kinds of files as data sources for a mail merge including Word tables,
Excel worksheets, Access databases, or a special file designed to store addresses for
Microsoft Office applications. You can select a pre-existing file, or you can create a new
data source from scratch. In this situation, you will use a pre-existing document contain-
ing a simple Word table.
To select the data source:
1. In the bottom of the Mail Merge task pane, click Next: Select recipients , and then verify
that the Use an existing list option button in the task pane is selected.
2. Click Browse in the Mail Merge task pane. The Select Data Source dialog box opens. This
dialog box is similar to Word’s Open dialog box, which you’ve already used many times.
3. Use the Look in list arrow to open the Tutorial.04\Tutorial folder, select the Addresses doc-
ument, and then click the Open button. The table from the Addresses document is dis-
played in the Mail Merge Recipients dialog box.
4. Click the OK button. The Mail Merge Recipients dialog box closes, and you return to the
Cover Letter document with the Mail Merge task pane open. Under “Use an existing list,”
you see the name of the file selected as the data source. (Depending on where you store
your Data Files, you may see only the beginning of a directory path, which identifies the
location where the data source file is stored.)
5. Click Next: Write your letter at the bottom of the Mail Merge task pane. The task pane
displays options related to inserting merge fields in the main document.
Inserting Merge Fields
Max’s letter is a standard business letter, so you’ll place the client’s name and address
below the date. You could insert individual merge fields for the client’s first name, last