Microsoft Office Tutorials and References
In Depth Information
Choosing the Data Document Type
Choosing the Data Document Type
After you’re sure you’ve properly set up your data source fi le, you can move on to work with
the main data document. Either open the document to use or start a new blank fi le. To
choose the type of data document, in the Mailings tab click Start Mail Merge in the Start
Mail Merge group, as shown in Figure 10.14. Some of the options are obvious; others are not.
There are basically two kinds of data documents you can design. For one kind, each data
record in the data source will result in a personalized copy of the data document, such as a
form letter, a mass e-mail, a product specifi cation sheet, or an invoice. For the other kind,
a single document is produced in which multiple records can appear on any given page. This
approach is needed for creating directories, catalogs, and sheets of labels.
FIGURE 10.14
Letters, e-mail messages, and envelopes use one record per output document, whereas
labels and directories use multiple records for each output document.
Contrast, for example, using an envelope (with a different address on each envelope) with
using a sheet of labels (with a different address on each label). If you have only one address
and want to print only one envelope or label, you don’t need a data document, you can
create an envelope within the current document by clicking Envelopes in the Create group of
the Mailings tab, specifying address information in the Envelopes and Labels dialog box,
and then clicking Add to Document. When you plan to crank out stacks of envelopes, each
with a different address, or sheets of labels for which no two contain the same information,
you need the approach described next.
As shown in Figure 10.14, Word offers fi ve fl avors of the two basic types of data documents:
Letters: Use this option for composing and designing mass mailings for which only
the recipient information varies from page to page. Use this approach too when you’re
preparing sheets containing product or other item specifi cations with one piece of
paper per product or item. You might use this approach, for example, not only when
sending out a form letter or invoices, but also when producing a job manual wherein
each page describes a different job title, and job information is stored in a database.
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