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Tools & Techniques: Mail-Merge Screenshots


1.) I saved a copy of the customers database into my area I saved the database containing all customer information into my area enabling me to modify it if I wanted to and then use it though mail merge in my business letters to customers.

2.) I opened the customer database up and made a few changes that were necessary as some of the information associated with the postcodes was incorrect.

The 5th character in the postcode here wasnt a number

I changed this and made the 5th character a number 8

The 5th character in the postcode here wasnt a number

I changed this and made the 5th character a number 5

The postcode here didnt have the right amount of characters and the 5th character wasnt a number.

I changed added in 2 as the third charchter to make an overall postcode 7 characters long and made the 5th character the number 2 Page 1 of 10

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3.) I then inserted a table for the address of my business and the address of the customer.

I clicked on the table button in the toolbar and selected a two by one table which automatically positioned itself in my letter. 4.) I then needed to insert the details of both customers address using the mailings button.

I clicked on the mailings button located in the toolbar

5.)

Having clicked on mailings I then clicked on select Recipients located within the mailings section

6.) As I was using an existing database which had all the information of my customers I needed to insert this into my letter.

I did this by clicking the Use Existing List located within the select recipient menu

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7.) I then presented me with a screen to find my database.

I searched through my documents to find the correct database and clicked it so that it the document could automatically associate to the database.

8.) The information in the database didnt automatically insert itself into the table as I had to select what information in wanted in the letter.

In order to do this I clicked the Address Block button located in the mailings section of the toolbar.

9.)

This then presented me with such a screen which allowed me to select what fields I wanted and the format of which I wanted it in. I ticked the recipients name and the postal address. Page 3 of 10

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10.) I now needed to select the appropriate information to appear in each field.

To do this I had to click on the Match Fields button located on the previous screen in the bottom right hand corner.

This then presented me with such a box.

11.) To have the full address shown I has to select the city as well

I clicked on the drop down menu for City and selected Address 3 which meant that the it would show the region the customer lives in.

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I also wanted the full postcode of the customer to show so I selected Post Code for the Postal Code field.

I then clicked the Okay button located at the bottom of the smaller screen which took me to another small screen on the page.

Having read the statement I then clicked the Yes button as this meant that the information I had selected would appear in my letter.

12.) This then left me with the first screen where I then pressed the okay button. By pressing the okay button it allowed the software to apply the things I has asked it to do and finish off the process.

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Once I had pressed okay if took me to my letter format where it has inserted the adressblock title into my table. Page 5 of 10

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14.) The process of adding in the customers address to the table was not yet complete as the small title represented all the fielded information I has selected.

In order for the title to show all the information I needed to press the Preview Results button located in the Mailings section of the tool bar.

Once I had clicked the button it inserted all the customer information into the table aligned accurately.

15.) The company address was not stored in the database so I had to enter the address by hand.

I typed in the address of my company and made sure I allied it to the right using the align to the right button

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16.) I now had to insert the greeting line and the date to complete the letter through a similar process to the above. Firstly I inserted another table.

I clicked on the table button in the toolbar and selected a two by one table which automatically positioned itself in underneath the address block

17.) Again I had to search for the existing database which has all the information through mailings, select recipients, use existing list and then search through my documents to find the database.

18.) Then, in order to get the greeting line I then clicked on Greeting Line located in Mailings.

It then presented me with a screen that made it possible for me to choose how I wanted my greeting line to look like.

As I was happy with the way it looked I then pressed the Okay button.

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19.) Once I had pressed the Okay Button it automatically put the address line code into my table.

In order to view the greeting line I clicked the Preview Results button once again.

It automatically updated the table and the greeting line was inserted and aligned correctly.

20.) I now needed to insert the date.

I clicked the Date & Time button located in the Insert section of the toolbar.

This took me to a new screen

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21.) The screen allowed me to insert an individual date, time or both in the format I wanted.

I selected the way in which I wanted the date to be presented by clicking the the right one.

As the letter would also be a template for any other letters to the customers it is vital that the correct date is on the letter. Therefore, I clicked the Update automatically button which means that the correct date will always be present when someone goes to compose a letter to a customer. I then clicked the Okay button.

It then automatically inserted the date into the table and then I aligned it to the right using the align button in Home from the tool bar.

22.) I now had the customers address, the company address, the greeting line and the date in two tables located at the beginning of the letter which meant that they were correctly allied and positioned. I now had to get rid of the outline of the tables.

I clicked the Borders button in the Design section of the tool bar and selected an option which said No Borders

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This then left me with the final layout of the opening of the business letter:

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