Contents
Introduction
The Mail Merge Wizard for Word 2013 allows, just like previous
versions of Word allowed, you to create a list of mailing addresses
in a data source and then merge them into a standard document file
that is referred to as the main document. Microsoft Word can
combine--or merge--lists of variable information in one file with a
Word document to individualize form letters and envelopes.
Getting Started
Choose the MAILINGS tab on the Ribbon Bar.
Choose the icon that says Start Mail Merge.
For the purpose of this manual, choose the Step-by-Step
Mail Merge Wizard.
Once you click, the wizard will open up a task pane on the
right side of the screen.
NOTE: Notice that as you move forward along in your mail merge,
the ribbon bar also changes. You can actually perform your merge from
the task pane on the right-hand side of the screen OR right on the
Ribbon itself.
Select Document Type
The first step, regardless if you choose the step-by-step option
or not, is to choose what kind of document you want to produce in
mail merge.
The letters option allows you to create personalized letters
for mass mailings.
The e-mail messaging options allow you to create personalized
e-mails for mass e-mailings.
The envelope option allows you to print addressed envelopes
for a group mailing.
The label option allows you to print address labels for a
group mailing.
The directory option allows you to create a single document
containing a catalogue or printed list of addresses.
Letters
When you are in step by step mode for letters, you will see a
hyperlink at the bottom of the task pane
click Next: Starting document
to continue onto the next step.
Once you click on the hyperlink, you
will be brought to the select starting document task
pane.
Select starting
document
The second step in
the mail merge process is to select where you want to create your
starting document. Word offers the following options:
Please select, for this manual,
Use the current document and click on Next:
Select recipients to continue onto the next step of our
sample mail merge.
Select Recipients
The third step in
the mail merge process is to select a list of recipients. You can
chose from the following options:
Note: You can also select your
recipients from the Ribbon Bar. Under the Start Mail Merge
Group, select Select Recipients. The same options that
appear on the task pane now appear available on your Ribbon Bar as
well. The following image is a comparison of both ways you can select
your recipients.
Mail Merge Wizard Task Pane
Ribbon Bar
Select Type a New List
in either of the above examples in your document to insert your
recipients into your mail merge.
Now, click the hyperlink titled
Create... and the following window will appear:
Here you will create your list of recipients. To create your list,
follow these steps:
First
you will need to click on Customize Columns to
customize the address list. Please delete the following entries by
clicking the Delete Entry button on the bottom left-hand corner.
Company Name
Address Line 2
Home Phone
Work Phone
We are deleting these entries
because they are usually not needed on a letter or e-mail.
Click OK.
Enter the following names on
the list one by one. After the first one is entered, click on New
Entry (upper left hand corner) to add another entry into the
address list.
Once you have finished the
list, click OK.
Now you will be prompted to
save the address list. Name the file address1 and click Save.
You will be brought into a
recipient table:
Press OK after
you review your list.
Now select Next: Write
your letter to continue onto the next step.
Writing Your Letter
Now is the time to
write the letter. Please type the following sample letter in your
main document window:
Please note: to
enter in the address block and greeting line, select Address
block... and Greeting line... from
the mail merge task pane and the choose the desired style. Unlike in
Word 2007, you don't need to uncheck Insert company name
because since it was deleted already, it'll automatically be
deleted. However, you have to make sure to select Always
include the country/region in the address. And to insert
the First Name merge field, click on more items...
from the mail merge task pane, select first name and click on Insert
button. Notice that underneath these groups, you will see the Ribbon
Bar with the same options.
Formatting the Address Block
Please note:
Much like Word 2010, when you click on the hyperlink Greeting
line... you will be given options of salutations to
choose.
AddressBlock
Greeting Line
First_Name,
you are cordially invited to join me on a voyage to Bergen and Oslo,
Norway and Copenhagen, Denmark. Along with a select group of others,
you will be whisked away on a journey beyond your wildest dreams
where you will explore the fjords looking for buried treasure. This
scavenger hunt is very fun and there will be many surprises in store
for you. All you need to do is RSVP to this letter
as soon as possible and your adventure will begin. I hope to hear
from you soon.
Sincerely,
The Game Master
Preview Your Letters
Now that you have finished typing
your letter, click on Next: Preview your letters in the mail
merge task pane to get a preview of your letters with the recipients
names in the merge fields. You will also have the option, if you
change your mind about something, to exclude a recipient. You can
view the letters one by one. To see a preview of the rest of the
recipients, use the arrows seen below to scroll through the remaining
recipients.
You can also preview your letters
from the Ribbon Bar as well. Under the Preview Results group on the
Ribbon Bar, you can easily sort through and preview your letters.
Once the letters have been
previewed, click on Next: Complete the merge in the
task pane to complete the merge. You can also complete the mail merge
under the Finish Group on your Ribbon Bar.
Once you have completed the
merge, simply click on Print... in the mail merge task
pane to print out your letters. You can also edit individual letters
by clicking on the hyperlink Edit individual letters... in
the mail merge task pane. Editing individual letters will open a new
window and you will be able to go through your letters one by one.
Envelopes
Select Document Type
Like before, the first step in
the mail merge pane will be selecting a document type. Instead of
choosing Letters, you will choose Envelopes
and click Next: Starting document.
Select Starting
Document
Unlike with the Letters, you will
not have the option to stay in the document as is. Instead, when you
are selecting your starting document for an envelope:
Change
document layout (if you already have something saved, you
can start from that existing document).
Click the hyperlink that
says Envelope options... and the following window will
open:
Within the Envelope
Options window, select the envelope size desired. For this
manual, please go with the default size.
Select Recipients
Since we created a recipient list
for the letters, you can use that same recipient list again for the
envelopes.
Select
Use an existing list, then to find your list click on
Browse... and the following window will open:
Find your recipient list and
click on Open. Remember, you can also perform this task
action by looking to your Ribbon Bar for the step by step mail merge
process.
Once you click on Open, the
following window will open so you can confirm and edit your list of
recipients.
Click OK once
you are satisfied with your recipient list.
Then click on Next:
Arrange your envelope in the mail merge task pane.
Arrange Your Envelope
This is when you lay out your
envelope. To add recipient information to your envelope, click the
desired location. For this manual, I am going to put the address
block in the center, as seen here:
Please note: For our sample merge, be sure to follow the
same steps as before in entering the Address Block.
Preview Your
Envelopes
Once you have finished setting up
your envelope:
Click on Next:
Preview your envelopes in the mail merge task pane. You can
view your envelopes one by one.
To see a preview of the rest
of the recipients, use the arrows seen below to scroll through the
remaining recipients. Remember, you can also preview your envelopes
from the Ribbon Bar as well.
Once you have previewed your
envelopes:
Click on Next:
Complete the merge.
Once you have completed the
merge, simply click on Print... in the mail merge task
pane to print out your envelopes.
To print your envelopes,
you will have to manually feed them into your printer. You can also
edit individual envelopes by clicking on Edit individual
envelopes... in the mail merge task pane. Note:
Editing individual envelopes will open a new window and you can go
through your envelopes one by one.
Labels
Select Document Type
Like before, the first step in
the mail merge process is selecting a document type. Instead of
choosing Envelopes, choose Labels and
click Next: Starting document.
Select Starting
Document
When selecting your starting
document:
Select Change document
layout, click on Label options... and the following window will
appear:
Within the Label
Options window, please select the desired size of your
labels.
Select Recipients
Since we created and saved a
recipient list before, select Use an existing list.
To find your list, click on
Browse... and the following window will appear:
Find your recipient list and
click on the Open button.
Once you click on Open,
the following window will open so you can confirm and edit your list
of recipients.
Click OK once
you are satisfied with your recipient list.
Then click on Next:
Arrange your labels in the mail merge task pane.
Arrange Your Labels
This is when you lay out your
labels. To add recipient information to your label:
Click the desired location
in the document, but be aware "Next Record" will appear as well.
Once you have set-up your first
label:
Click on Update all
labels (underneath Replicate labels on your mail merge task
pane) to give all of your labels the same layout.
Preview Your Labels
Once you have finished setting up
your label:
Click on Next:
Preview your labels in the mail merge task pane.
Here the "Next Record"
label will disappear.
You can also view the labels
one by one. To see a preview of the rest of the recipients, use the
arrows seen below to scroll through the remaining recipients.
Once you have previewed your
labels:
Click on Next:
Complete the merge.
Once you have completed the
merge, simply click on Print... in the mail merge task
pane to print out your labels.
You can also edit the
individual labels by clicking on Edit Individual labels... in
the mail merge task pane.
Editing individual labels
will open a new window and you can go through your labels one by
one.
Tips
from the Training Staff
Tip #1:
To make your merge easier for you to manage and work with, we
recommend creating your list of recipients in an Excel spreadsheet or
an Access database. By doing this, you will always have access to
certain spreadsheets or databases containing specific recipients. You
can also save these spreadsheets or databases according to the
population of recipients that you are working with. Also, it makes it
easier for you to actually go into the spreadsheet or database while
working on a Mail Merge, make changes to your recipients and save
your spreadsheet or database with the updated information.
Tip #2:
After you have selected the
recipient list you plan on using in your Mail Merge, it is essential
that you use the Match Fields button on the Ribbon Bar to make sure
that all your fields in your recipient data source (Excel Spreadsheet
or Access Database) are appropriately matched with the fields in your
mail merge document. Matching your fields involves you looking
through all the fields you decided to include in your recipient data
source and compare/match them to the fields in your Mail Merge
document. Match Fields look like this:
To match a field, go to Write and
Insert Fields group then Match Field, then the value you want to
select. In the Match Fields dialog box, click the
arrow of the field you want to match and select the field in your
data file that you want to match to the Word field name. You can do
this as many times as you need to in order to match all the fields
you want to include. If you plan to use this data file regularly in
different merges, click the Remember This Matching For This Data
Source On This Computer check box to save the settings. Click OK to
save your changes.
To get to the <<First Name>> go to Insert Merge Field
under the Write and Insert Fields, and select First
Name.
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