At

the end of this lesson the students, should be able to:

Define and explain the purpose of mail merge. Prepare data for mail merge. Prepare a form letter. Merge a form letter with its data source. Send a personalized e-mail message to multiple recipients. Create and print labels.

 Using

Excel, create data list. Save the data list as Recipient

1.

On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

The Mail Merge task pane opens, showing Step 1 of the wizard's six steps.

2.

In the Mail Merge task pane, with the Letters option selected, at the bottom of the pane, click Next: Starting document.
Step 2 appears in the Mail Merge task pane.

3.

4.

In the Mail Merge task pane, with the Use the current document option selected, click Next: Select recipients. In the Step 3 pane, with the Use an existing list option selected, click Browse.
The Select Data Source dialog box opens so that you can navigate to and select the file in which your recipient information is stored.

5.

Browse for the file. Then click OK in the Select Table dialog box.
The Mail Merge Recipients dialog box opens, displaying the records contained in the data source.

6.

Below the list of recipients in the top half of the dialog box, in the Data Source box, click your data source, and then click Edit.

The Edit Data Source dialog box opens.

7.

Click New Entry, and then in the cell below John, type the following:
FirstName LastName Address1 City State Heidi Steen 678 Pine St. Agriculture WA

8.

Click OK, and then click Yes to update the recipient list.
The new record appears at the bottom of the list of recipients in the Mail Merge Recipients dialog box.

1.

Under Refine recipient list, click Sort.

The Filter And Sort dialog box opens, showing the Sort Records tab.

2.

Click the Sort by arrow, click Lastname in the list, and then click OK.

1.

Under Refine recipient list, click Filter.

The Filter And Sort dialog box opens, showing the Filter Records tab.

2.

Click the Field arrow, and then in the list, click State.
The Comparison box displays the default Equal To criterion.

3.

In the Compare to box, type WA, and then click OK.

1.

Create a Form letter document.

2.

On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3.
4.

In the Mail Merge task pane, click Next: Use the Current Document. In the document, position the insertion point in the second empty paragraph below the date, and then in the Mail Merge task pane, click Address block.

5.

Click OK to accept the default settings.

1.

Press the ENTER key twice, and then in the Mail Merge task pane, click Greeting line.

2.

Under Greeting line format, click the arrow to the right of the second box, and then in the list, click Joshua.

1.

Under Preview, click the Next button three times to view the greeting line for each of the recipients in the linked data source. Then click OK to close the Insert Greeting Line dialog box.

1.

2.
3.

On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard. At the bottom of the Mail Merge task pane, click Next twice to move to Step 5. Under Preview your letters in the Mail Merge task pane, click the Next Record button five times to preview all the letters.
Next Record

1.

2.

3. 4. 5.

To exclude this recipient (Linda Martin) from the merge, under Make changes in the Mail Merge task pane, click Exclude this recipient. Preview the letters again. Then at the bottom of the Mail Merge task pane, click Next: Complete the merge. In the Mail Merge task pane, click Edit individual letters. With the All option selected, click OK. On the Quick Access Toolbar, click the Save button.

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2.

3.

4.

Create a Blank Document On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard. In the Mail Merge task pane, select the Labels option, and then click Next: Starting document. With the Change document layout option selected, click Label options.

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2.

Under Label information, click the Label vendors arrow, and in the list, click Avery US Letter. In the Product number list, click 5159, and then click OK.
Word inserts a table that fills the first page of the main document. At the bottom of the Mail Merge task pane, click Next: Select recipients.

3.

1.

2.

With the Use an existing list option selected, click Browse, navigate to your DataSource workbook, and then in the Select Table dialog box, click OK. In the Mail Merge Recipients dialog box, clear the check boxes of the two recipients whose addresses are not in Washington State (WA), and then click OK. Word inserts a Next Record merge field in all the cells in the main document except the first.

3.

At the bottom of the Mail Merge task pane, click Next: Arrange your labels, and then scroll

1.

With the insertion point positioned in the first cell, in the Mail Merge task pane, click Address block.
In the Insert Address Block dialog box, click OK to accept the default settings. Word inserts an AddressBlock merge field into the first cell.

2.

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2.

In the Mail Merge task pane, click Update all labels. The AddressBlock merge field is copied to the other cells, after the Next Record merge field. At the bottom of the Mail Merge task pane, click Next: Preview your labels. Word displays the labels for the four recipients as they will appear after the merge.

1.

At the bottom of the Mail Merge task pane, click Next: Complete the merge. Then in the Mail Merge task pane, click Print. The Merge To Printer dialog box opens.

1.

With the All option selected, click OK.

In the Print dialog box, verify that the name of the printer you want to use appears in the Name box, and then click OK to print the labels.

2.

The labels are printed on regular paper on the printer you selected. If you want to print on label sheets, insert them in the printer's paper tray before clicking OK in the Print dialog box.