Microsoft Word 2010 6Generating Form Letters, Mailing ...
Microsoft Word 2010
6 Generating Form Letters, Mailing Labels, and a Directory
Objectives
You will have mastered the material in this chapter when you can:
? Explain the merge process
? Merge and print form letters
? Use the Mail Merge task pane and the Mailings tab on the Ribbon
? Use a letter template as the main document for a mail merge
? Create and edit a data source
? Insert merge fields in a main document
? Use an IF field in a main document
? Select records to merge ? Sort data records ? Address and print mailing labels
and envelopes ? Change page orientation ? Merge all data records to a directory ? Convert text to a table
Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.
Microsoft Word 2010
6 Generating Form Letters, Mailing Labels, and a Directory
Introduction
People are more likely to open and read a personalized letter than a letter addressed as Dear Sir, Dear Madam, or To Whom It May Concern. Typing individual personalized letters, though, can be a time-consuming task. Thus, Word provides the capability of creating a form letter, which is an easy way to generate mass mailings of personalized letters. The basic content of a group of form letters is similar. Items such as name and address, however, vary from one letter to the next. With Word, you easily can address and print mailing labels or envelopes for the form letters.
Project -- Form Letters, Mailing Labels, and a Directory
Both businesses and individuals regularly use form letters to communicate via the postal service or e-mail with groups of people. Types of form letter correspondence include announcements of sales to customers, notices of benefits to employees, invitations to the public to participate in a sweepstakes giveaway, and letters of job application to potential employers.
The project in this chapter follows generally accepted guidelines for writing form letters and uses Word to create the form letters shown in Figure 6 ? 1. The form letters inform potential employers of your interest in a job opening at their organization. Each form letter states the potential employer's name and address, advertised job position, and the employer's type -- a practice or a school.
To generate form letters, such as the ones shown in Figure 6 ? 1, you create a main document for the form letter (Figure 6 ? 1a), create or specify a data source (Figure 6 ? 1b), and then merge, or blend, the main document with the data source to generate a series of individual letters (Figure 6 ? 1c). In Figure 6 ? 1a, the main document represents the portion of the form letter that repeats from one merged letter to the next. In Figure 6 ? 1b, the data source contains the name, address, advertised job position, and employer type for different potential employers. To personalize each letter, you merge the potential employer data in the data source with the main document for the form letter, which generates or prints an individual letter for each potential employer listed in the data source.
Word provides two methods of merging documents: the Mail Merge task pane and the Mailings tab on the Ribbon. The Mail Merge task pane displays a wizard, which is a step-by-step progression that guides you through the merging process. The Mailings tab provides buttons and boxes you use to merge documents. This chapter illustrates both techniques.
WD 330
Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.
Figure 6 ?1 (a) Main Document for the Form Letter
Microsoft Word 2010 Figure 6 ?1 (b) Data Source
merge field merge fields
title and last name in second data record
placeholder for address fields placeholder for salutation fields
merge field
IF field
potential employer name and address in second data record
position advertised in second data record
title and last name in first data record
organization name in second data record
employer type in second data record
form letter 1
job seeker (sender) name and address
potential employer name and address in first data record position advertised in first data record
organization name in first data record employer type in first data record
Figure 6 ?1 (c) Form Letters
form letter 2 form letter 3 form letter 4 form letter 5
Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.
WD 332 Word Chapter 6 Generating Form Letters, Mailing Labels, and a Directory
Overview
As you read through this chapter, you will learn how to create and generate the form letters shown in Figure 6 ? 1 on the previous page, along with mailing labels, envelopes, and a directory, by performing these general tasks:
? Identify a template as the main document for the form letter. ? Type the contents of the data source. ? Compose the main document. ? Merge the data source with the main document to generate the form letters. ? Address and print mailing labels and envelopes using the data source. ? Create a directory, which displays the contents of the data source.
Plan Ahead
General Project Guidelines When creating a Word document, the actions you perform and decisions you make will affect the appearance and characteristics of the finished document. As you create form letters, such as the project shown in Figure 6 ? 1, and related documents, you should follow these general guidelines:
1. Identify the main document for the form letter. When creating form letters, you either can type the letter from scratch in a blank document window or use a letter template. A letter template saves time because Word prepares a letter with text and/or formatting common to all letters. Then, you customize the resulting letter by selecting and replacing prewritten text.
2. Create or specify the data source. The data source contains the variable, or changing, values for each letter. A data source can be an Access database table, an Outlook contacts list, or an Excel worksheet. If the necessary and properly organized data already exists in one of these Office programs, you can instruct Word to use the existing file as the data source for the mail merge. Otherwise, you can create a new data source using one of these programs.
3. Compose the main document for the form letter. A main document contains the constant, or unchanging, text, punctuation, spaces, and graphics. It should reference the data in the data source properly. The finished main document letter should look like a symmetrically framed picture with evenly spaced margins, all balanced below an attractive letterhead or return address. The content of the main document for the form letter should contain proper grammar, correct spelling, logically constructed sentences, flowing paragraphs, and sound ideas. Be sure to proofread it carefully.
4. Merge the main document with the data source to create the form letters. Merging is the process of combining the contents of a data source with a main document. You can print the merged letters on the printer or place them in a new document, which you later can edit. You also have the option of merging all data in a data source, or merging just a portion of it.
5. Generate mailing labels and envelopes. To generate mailing labels and envelopes for the form letters, follow the same process as for the form letters. That is, determine the appropriate data source, create the label or envelope main document, and then merge the main document with the data source to generate the mailing labels and envelopes.
6. Create a directory of the data source. A directory is a listing of the contents of the data source. To create a directory, follow the same process as for the form letters. That is, determine the appropriate data source, create the directory main document, and then merge the main document with the data source to create the directory.
When necessary, more specific details concerning the above guidelines are presented at appropriate points in the chapter. The chapter also will identify the actions performed and decisions made regarding these guidelines during the creation of the form letters shown in Figure 6 ? 1, and related documents.
Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.
Word Chapter 6
Generating Form Letters, Mailing Labels, and a Directory Word Chapter 6 WD 333
To Start Word
If you are using a computer to step through the project in this chapter and you want your screens to match the figures in this book, you should change your computer's resolution to 1024 3 768. The following steps start Word and verify settings. 1 Start Word. If necessary, maximize the Word window. 2 If the Print Layout button on the status bar is not selected, click it so that your screen is in
Print Layout view.
3 Change your zoom level to 100%. 4 If the Show/Hide ? button (Home tab | Paragraph group) is not selected already, click it to
display formatting marks on the screen.
Identifying the Main Document for Form Letters
The first step in the mail merge process is to identify the type of document you are creating for the main document. Typical installations of Word support five types of main documents: letters, e-mail messages, envelopes, labels, and a directory. In this section of the chapter, you create letters as the main document. Later in this chapter, you will specify labels, envelopes, and a directory as the main document.
Identify the main document for the form letter. Be sure the main document for the form letter includes all essential business letter elements. All business letters should contain a date line, inside address, message, and signature block. Many business letters contain additional items such as a special mailing notation(s), an attention line, a salutation, a subject line, a complimentary close, reference initials, and an enclosure notation.
Plan Ahead
To Identify the Main Document for the Form Letter Using the Mail Merge Task Pane
This project uses a letter template as the main document for the form letter. Word provides 10 styles of merge letter templates: Adjacency, Apothecary, Black Tie, Equity, Essential, Executive, Median, Oriel, Origin, and Urban. The letter in this chapter uses the Urban template so that it has a look similar to the accompanying resume created in Chapter 5, which also used an Urban template. The following steps use the Mail Merge task pane to identify the Urban Merge Letter template as the main document for a form letter.
1
? Click Mailings on the Ribbon to
display the Mailings tab.
Start Mail Merge button
Mailings tab
? Click the Start Mail Merge button
(Mailings tab | Start Mail Merge group) to display the Start Mail Merge menu (Figure 6 ? 2).
Start Mail Merge group
Start Mail Merge menu
Step by Step Mail Merge Wizard command
Note: To help you locate screen elements that are referenced in the step instructions, such as buttons and commands, this book uses red boxes to point to these screen elements.
Figure 6 ? 2
Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Due to electronic rights, some third party content may be suppressed from the eBook and/or eChapter(s). Editorial review has deemed that any suppressed content does not materially affect the overall learning experience. Cengage Learning reserves the right to remove additional content at any time if subsequent rights restrictions require it.
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