Microsoft Office Tutorials and References
In Depth Information
Chapter 10: Data Documents and Mail Merge
Data Documents and
Mail Merge
Reviewing data sources you can use with Word
Formatting source data
Attaching a data source to a data document
Editing data
Assembling a data document
Merging to a printer
Using the Mail Merge Wizard
This chapter shows you how to create specialized types of documents — such as envelopes,
labels, form letters, mass e-mail, catalogs, and directories — by combining a main document
with a list called a data source. Merging can save a lot of time once you are familiar with the
process, but it does require careful setup for both the data source and the main document. This
chapter covers how to bring your data and document together without errors so you can save time
and let Word do some of the heavy lifting for you.
Previewing the Mail Merge Process
Let’s say you need to send a letter about a new product to 20 clients, and you already have the client
names and addresses typed into Excel. Rather than manually retyping each name and address into
a separate copy of the letter, you can write the letter, specify where the name and address
information from the list should go, and perform the mail merge to create 20 versions of the letter — each
personally addressed for a specifi c recipient. Even better, you can quickly create a matching set of
addressed envelopes or labels to use for the mailing.
You also can use mail merge to create updateable versions of other long documents. For example,
let’s say you maintain a directory of contact information for your department at work. You have
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