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Slide toàn tập microsoft word 2013 ch16

© Paradigm Publishing, Inc.

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Objectives
Objectives


Chapter 16: Merging Documents
Performance Objectives



Complete a Merge



Merge Labels




Create a Data Source File



Merge Directories



Create a Main Document



Edit a Data Source File



Preview a Merge



Insert Additional Fields



Check for Errors



Merge with Other Data Sources



Merge Documents



Use the Mail Merge Wizard




Merge Envelopes



CHECKPOINT 2



CHECKPOINT 1

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Objectives


Complete a Merge



A merge generally requires two files: a main document and a data source file.



The main document contains the standard text and/or fields that identify where variable information will be
inserted during the merge.



The data source file contains the variable information that will be inserted into the main document.

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Complete a Merge - continued

MAILINGS tab

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Create a Data Source File



Before you create the main document, determine what type of correspondence you will be creating and the
type of information you will need to insert in it.



Word provides predetermined field names in a data source for this purpose. Use these field names if they
represent the data you are creating.



Variable information in a data source file is saved as a record.



A record is a series of fields and each record contains all of the information for one unit (for example, a
person, family, customer, client, or business).



A data source file is a series of records.

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Create a Data Source File - continued

To create a data source file:

1.

Click the MAILINGS tab.

2.

Click the Select Recipients button in the Start Mail

Select Recipients button

Merge group.

3.

Click the Type a New List option at the drop-down
list.

4.

Type the data in the predesigned or custom fields.

5.

Click OK.

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Objectives


Create a Main Document

To create a main document:

1.

Click the MAILINGS tab.

2.

Click the Start Mail Merge button in the

Start Mail Merge button

Start Mail Merge group.

3.

Click the desired document type at the
drop-down list.

4.

Type the main document text and insert
fields as needed.

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Create a Main Document - continued

To insert address fields:

1.

Click the MAILINGS tab.

2.

Click the Address Block button in the Write &
Insert Fields group.

3.

At the Insert Address Block dialog box, click the OK
button.

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Address Block button

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Create a Main Document - continued

To insert greeting line fields:

1.

Click the MAILINGS tab.

2.

Click the Greeting Line button in the Write &
Insert Fields group.

3.

At the Insert Greeting Line dialog box, make
the desired changes.

4.

Insert Greeting Line dialog

Click OK.

box

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Create a Main Document - continued

To insert a field:

1.

Click the MAILINGS tab.

2.

Click the Insert Merge Field button arrow in the
Write & Insert Fields group.

3.

Click the desired field at the drop-down list.

Insert Merge Field button arrow

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Preview a Merge

To view the main document:

1.

Click the MAILINGS tab.

2.

Click the Preview Results button in the
Preview Results group.

Preview Results button

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Preview a Merge - continued

First Record

Go to Record

Last Record

Previous Record

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Next Record

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Preview a Merge - continued
To find a record:

1.

Click the MAILINGS tab.

2.

Click the Find Recipient button in the Preview Results
group.

3.

At the Find Entry dialog box, type the specific field entry
in the Find text box.

4.

Click the Find Next button.

5.

Continue clicking the Find Next button until there are

Find Entry dialog box

no more entries.

6.

Click OK.

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Check for Errors

To automatically check for errors:

1.

Click the MAILINGS tab.

2.

Click the Check for Errors button in the Preview

Checking and Reporting Errors dialog box

Results group.

3.

At the Checking and Reporting Errors dialog box,
click the desired option.

4.

Click OK.

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Objectives
Objectives


Merge Documents
To merge documents and create a new document:

1.

Click the MAILINGS tab.

2.

Click the Finish & Merge button in the Finish

Finish & Merge button

group.

3.

Click Edit Individual Documents at the drop-down
list.

4.

Make sure All is selected in the Merge to New
Document dialog box.

5.

Click OK.

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Merge Documents - continued



Identify specific records you want merged with

Merge to New Document dialog box

options at the Merge to New Document dialog
box.



Display this dialog box by clicking the Finish &
Merge button on the MAILINGS tab and then
clicking the Edit Individual Documents option at
the drop-down list.

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Merge Envelopes

To merge envelopes:

1.

Click the MAILINGS tab.

2.

Click the Start Mail Merge button in the Start
Mail Merge group.

3.

Click the Envelopes option at the drop-down
list.

4.

Click OK at the Envelope Options dialog box.

Envelopes option
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Merge Envelopes - continued

Envelope Options dialog box

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Merge Envelopes - continued
To identify an existing data source file:

1.

Click the MAILINGS tab.

2.

Click the Select Recipients button in the Start Mail
Merge group.

3.

Click the Use an Existing List option at the dropdown list.

4.

At the Select Data Source dialog box, navigate to
the folder that contains the data source file you
want to use and then double-click the file.

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Use an Existing List option

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Merge Envelopes - continued
To insert the «AddressBlock» field:

1.

Click in the envelope to position the insertion point where the recipient’s address should appear.

2.

Click the Address Block button in the Write & Insert Fields group.

3.

Click OK.

Insertion point

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Objectives
Objectives


CHECKPOINT 1
1)

This
This document
document contains
contains the
the standard
standard text
text and/or
and/or the
the

3)

fields.
fields.

a.
b.
c.
d.

The
The «AddressBlock»
«AddressBlock» field
field is
is an
an example
example of
of this
this type
type of
of field
field
that
that groups
groups aa number
number of
of fields
fields together.
together.

a.
b.
c.
d.

main
main
data
data source
source
standard
standard
default
default

Answer

coordinate
coordinate
collaborate
collaborate
composite
composite
collective
collective

Next
Next Question
Question

2)

Variable
Variable information
information in
in aa data
data source
source file
file is
is saved
saved as
as this.
this.

a.
b.
c.
d.

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Answer
Next
Next Question
Question

4)

If
If you
you want
want to
to search
search for
for and
and preview
preview merged
merged documents
documents
with
with specific
specific entries,
entries, click
click this
this button.
button.

aa file
file

a.
b.
c.
d.

aa record
record
aa field
field
aa code
code

Find
Find
Replace
Replace
Find
Find and
and Replace
Replace
Find
Find Recipients
Recipients

Answer

Answer

Next
Next Question
Question

Next
Next Slide
Slide

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Objectives
Objectives


Merge Labels

To merge labels:

1.

Click the MAILINGS tab.

2.

Click the Start Mail Merge button in the
Start Mail Merge group.

3.

Click the Labels option at the drop-down
list.

4.

Select the desired label at the Label
Options dialog box.

5.

Click OK.

Labels option

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Merge Labels - continued

Choose the desired

Click this down-pointing

label product number from this list

arrow to display a list of

box.

available label vendors.

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Merge Labels - continued

To update all labels:

1.

Click the MAILINGS tab.

2.

Click the Update Labels button in the Write & Insert Fields group.

Update Labels button

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Objectives


Merge Directories



When merging letters, envelopes, or mailing labels, a new form is created for each record.



For example, if the data source file merged with a letter contains eight records, eight letters are created.



If the data source file merged with a mailing label contains 20 records, 20 labels are created.



In some situations, you may want merged information to remain on the same page.

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Objectives


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