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Computer Classes at the Library

East Brunswick Public Library

MAIL MERGE ? ADVANCED TOPICS IN MS WORD III

Mail Merge allows users to create form letters, mailing labels, envelopes, personalized certificates, and more for mass mailings. Creation of each document individually would take hours. Using mail merge allows you to easily pull together the following information in one simple task. You need the following:

? A main document that contains all of the information that everyone is going to receive.

? A data source that contains the recipient information such as name, address etc.

? Place holders in the main document for each individual's information.

Word then merges this information together and creates the set of documents that incorporates all of these elements.

The Main Document

This can be a letter, an envelope, a form of some kind. It needs to contain the following:

? Identical content such as the main body of a letter. This will only have to be typed once. ? Placeholders for each recipient's unique information. This might be the mailing address in the address block of a

letter and name in the salutation.

Data source for recipient information

The recipient information would include things like first name, last name, title, street address, city, state, zip code, etc. Common data sources would an Excel spreadsheet, your Microsoft Office contacts, a Word table, or an Access database, etc.

This information is usually listed in columns and rows so that specific information can be pulled out to go in specific placeholders.

The Finished Product

This will contain a main document with the placeholders filled in with the contents from the data source.

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To begin:

1. Click on the Mailing tab of the ribbon. 2. Select Start Mail Merge 3. Choose your document type.

a. Letters

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b. Email Messages c. Envelopes d. Labels e. Directory 4. Click Next at the bottom of the Mail Merge task pane. 5. Select your Starting Document a. Use current b. Start from a template c. Start from an existing document. 6. Now select recipients. You will have to link to your data source of recipient information. a. An existing list b. Outlook Contacts c. A new list 7. Choose your file and say OK.

Mail Merge Dialog Box Options:

You can deselect recipients if you don't want to send to some of them in your list by removing the checkmark next to their names.

You can also sort the list for alphabetic or numeric order using the sort link in the dialog box.

You can filter recipients if you want to send the letter to a subgroup of recipients in your list.

8. Now write your letter, certificate, ... 9. Insert placeholders as you create the

document. These are called Merge Fields. They are delineated by chevrons within your main document. 10. To insert ? from the Mailings Tab: 11. Click on Insert Merge Field. 12. Finish typing your letter. 13. Double check your typing and formatting before you finish. 14. Click on Next to preview your letter. 15. View several recipients by clicking on the chevrons. 16. If everything looks okay, click on Complete the merge. 17. You can send all of the documents to a printer, or Edit individual letters.

This option creates a new document which consists of one page for each letter you are mailing. You can save this document and print it later.

Mail Merge Labels

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You can also use the same data source to create mailing labels for our letters. The only major difference is that our main document will be labels instead of a document. The Mail Merge Wizard will also work for this.

1. Click on the Mailing tab of the ribbon. 2. Select Start Mail Merge 3. Choose Labels as your document type.

a. Letters b. Email Messages c. Envelopes d. Labels e. Directory 4. Click Next to Start the document 5. Now you will need to change the document layout. a. Click on Label options to selection the type of labels you want to use. Each box of labels that you

purchase will have a manufacture name and style number. Select that information from the drop down boxes and click OK. 6. Select recipients is the next step in the Mail Merge Wizard. Browse to your file and click OK. Sort it if you sorted your letters in the first merge so that they are in the same order. 7. Click OK. 8. Now arrange your labels. Insert the merge fields in the first label the same way you did on the form letter. [You can insert all the fields you need at once and then arrange them afterwards.] 9. Click Update all labels next to Replicate them, then Preview your labels. 10. Finally complete the merge. You will have the choice of editing individual labels or just sending them to the printer. 11. Click Edit Individual labels to create a new document that you can save and print later.

Creating Envelopes

You can print the recipient information on your letters themselves if you don't want to use labels.

If your letters contain the merge fields for the recipients' addresses you can use that information to automatically create a mailing address.

1. Click on the Mailings tab. 2. Click Envelopes. The delivery address will

already be completed. 3. Type a return address if desired. 4. Click on the Options button to select the envelope size. You may have to use Custom Size. 5. Also, double check to make sure the envelope is correctly positioned in the manual tray feed of your printer before

you print.

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6. Click Add to document. 7. The envelope will print first, followed by the letter.

You can also use this feature to just print an envelope. Perhaps you hand wrote a letter on stationary and you want to print the envelope using the computer. Simply measure the envelope and select the correct size from the Options button. You may have to use Custom size. Type the mailing address, the return address, and click Print.

TABLES ? ADVANCED TOPICS IN MS WORD III

Aligning text and images in your Word document can be difficult if you try to do it just using tabs and spaces. Inserting tables allows you to align columns and rows of data more easily.

Note that the emphasis is on the use of tables for text and possibly images. You do not want to use Word to enter numeric content upon which you might want to be able to perform a calculation. You would use Excel for that.

Inserting Tables

? Place your cursor in the document where you would like your table to begin.

? Click on the Insert Tab in the ribbon and click Table. ? Drag your cursor over the table grid and select the desired number of rows and columns. *Note* that as you drag

your cursor over the table grid in the Insert Table selection grid, it appears in your document. ? Click to insert the table. ? A Table Tools ribbon will appear with Design and Layout options. The cursor will be blinking in the first cell of the

table.

? Type your text in the cells of the column, using the tab key to move from cell to cell. o If you press , a new line will appear in the same cell. o If you press TAB in the last cell a new row will appear. ? OR ? o Click on the Layout tab on the Table Tools ribbon.

Exercise 1

G&L Electric Gold Medal Plumbing Deluxe Flooring, Inc. RTI Builders

Bob Smith Joe Adams Brian Carter Michael Jones

732-549-3069 800-562-2402 732-964-9078 732-682-0600

Table Tools

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The Table Tools section of the ribbon allows you to apply formatting to your table. This includes borders, background, gridlines, table styles and more. It also allows the user to merge and split cells, control where a table divides between two pages and more.

Add a Style to your Table ? Click in the table that you want to format ? Under Table Tools, Click the Design Tab ? In the Table Styles group, hover with your mouse cursor over each style until you find a style that you want to use. ? Click on the drop down arrow in the corner of the group to see additional styles. ? Click to apply your selected style to the table. ? Use the Table Style Options group to click on or deselect check boxes next to each table element that you want to add or remove to your table. This includes adding an additional header row, apply banding to rows or columns or apply special formatting to the first or last columns.

G&L Electric Gold Medal Plumbing Deluxe Flooring, Inc. RTI Builders

Bob Smith Joe Adams Brian Carter Michael Jones

732-549-3069 800-562-2402 732-964-9078 732-682-0600

Add a header row to your table. ? Click with your cursor in the first cell of your table. ? Click on the Layout tab in the Table Tools section. ? In the Rows and Columns group, click on Insert Above. ? This will add a row for additional content such as column headers or more data. ? Change the first row to a Header Row in the Design section of Table Tools and it will add bolded formatting to row contents as shown below:

Company G&L Electric Gold Medal Plumbing Deluxe Flooring, Inc. RTI Builders

Contact Bob Smith Joe Adams Brian Carter Michael Jones

Phone Number 732-549-3069 800-562-2402 732-964-9078 732-682-0600

Insert a new column/Row ? Click in a cell that is located next to where you want to add a column. ? Under Table Tools, select the Layout tab. ? In the Rows and Columns group choose Insert Above, Insert below, for rows.

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? Choose Insert Left or Insert Right for columns.

Delete a Column/Row ? Place your cursor in the row that you want to delete ? Click Delete in the Layout tab. ? Select Columns or Rows You can also delete a single cell from within the Layout tab by clicking in that tab and selecting Layout and then Clicking on the drop down below Delete button to select the element to select.

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Merge or Split Cells

You can combine multiple cells into a single cell or split cells so that they are below a single heading.

To Merge ? Select the cells that you want to merge by clicking the left edge of a cell and dragging your cursor across the other cells that you want to include. ? Under Table Tools, Layout, in the Merge group, click Merge Cells. ? OR ? ? Highlight your cells and right click and select merge cells.

To Split ? Select the cell or cells that you want to split. ? Under Table Tools, Layout, Merge group, Click Split Cells -- Or ? ? Right click when you have cells selected and select Split Cells. ? Note how the Bob Smith cell on the right has been split into two under the single header ? Contact.

Other Useful Table Tips

Repeat a table heading on a subsequent page ? Use this for very long tables where you know it will appear on multiple pages. ? These heading are visible only in the Print Layout view and when you print your document. ? Select the table heading row. Your selection MUST include the first row of your table. ? Under Table Tools, Layout, in the Data group, click Repeat Header Rows.

Note: Word automatically repeats the header rows for each new page unless you insert a page break within the table.

Control where your table divides Very long tables must be divided wherever a page break occurs. If a page break occurs within a large row, Word allows it to split the row between two pages. You can control this if your do not want to split your rows.

? Click in the Table

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? Under Table Tools, Layout, in the Table Group, click Properties, then click the Row tab. ? Remove the checkmark from Allow row to break across page.

Force page breaks at a particular row ? Click on the row that you want to appear on the next page. ? Press Ctrl+ENTER.

COLUMNS ? ADVANCED TOPICS IN MS WORD III

You can change the appearance of your document in Word by formatting all or part of it in newspaper-style columns. The Column functionality can be used to split the text into up to four columns ? equally or unequally sized. They are referred to as newspaper columns because of the way the text wraps from the bottom of one column to the top of the next, like in a newspaper.

Advantages of Using Columns

? You generally fit a little more text on a page than if you laid it out full page width.

? Shorter lines are easier to read ? There is more white space on the page which is also easier on the eyes. ? Great for something like a tri-fold brochure.

Inserting columns in a new document

? Click on the Page Layout tab of the ribbon. ? Find the Page Setup group. ? Click on the drop down arrow below the Column option and select the

number of columns you would like your document to have.

If you do this before you enter any text, your entire document will be formatted in columns.

Add newsletter columns only to part of a new document

You may want to have a heading in your document followed by multiple columns. To do this you must insert a section break after any initial typing you have done.

? Type your heading text

? Place your cursor where you would like your columns to

begin.

? Open the Page Layout tab on the ribbon.

? In the Page Setup group click on the Down arrow next to

Breaks.

? Under the Section Breaks area, select Continuous (you will remain on the same page).

? Then click on Columns and select the number of Columns you want.

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? Begin typing your text. ? To begin the second column at a specific point in the text, go back to the Breaks icon again and select column. ? Your cursor will now be at the top of the next column. ? Continue typing your text. ? To stop multiple column formatting:

o Insert a Section Break o Click on Columns o Select One column.

Applying columns to existing text in a document

? Highlight the text that you would like to display in column format. ? Click on the Page Layout tab of the ribbon. ? Find the Page Setup group. ? Click on the drop down arrow below the Column option and select the number of columns you would like your

document to have.

Creating columns in this way automatically inserts Section Breaks above and below the text that you selected. The text between the Section Breaks is formatted in columns.

Formatting your Columns

To apply specific formatting to your column selection:

? Click on the Page Layout button on the ribbon. ? In the Page Setup group, click on the drop down arrow

below the Columns icon. The Columns dialog box will open. ? You can add a line between your columns by clicking on the Line between checkbox. ? You can also set column widths and the space between the columns. They can be unequal. ? OR ? ? Click on the Equal Column width checkbox.

WORKING WITH IMAGES ? ADVANCED TOPICS IN MS WORD III

You can add many types of images to your Word documents to enhance appearance and better illustrate your contents. These range from MS Office supplied basic clipart, your own Pictures or web images, Shapes, Smart Art, WordArt, and even a watermark.

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