Slide toàn tập microsoft word 2013 ch16

Click the Select Recipients button in the Start Mail... Click the Start Mail Merge button in the Start Mail Merge group.. Click the Insert Merge Field button arrow in the Write & Insert

Chapter 16: Merging Documents

Performance Objectives

 Create a Data Source File

 Create a Main Document

 Edit a Data Source File

 Insert Additional Fields

 Merge with Other Data Sources

 Use the Mail Merge Wizard

Complete a Merge

 A merge generally requires two files: a main document and a data source file.

 The main document contains the standard text and/or fields that identify where variable information will be inserted during the merge

 The data source file contains the variable information that will be inserted into the main document.

Complete a Merge - continued

MAILINGS tab

Create a Data Source File

 Before you create the main document, determine what type of correspondence you will be creating and the type of information you will need to insert in it

 Word provides predetermined field names in a data source for this purpose Use these field names if they represent the data you are creating

 Variable information in a data source file is saved as a record.

 A record is a series of fields and each record contains all of the information for one unit (for example, a person, family, customer, client, or business)

 A data source file is a series of records.

Create a Data Source File - continued

To create a data source file:

1. Click the MAILINGS tab

2. Click the Select Recipients button in the Start Mail

Create a Main Document

To create a main document:

1. Click the MAILINGS tab

2. Click the Start Mail Merge button in the

Start Mail Merge group

3. Click the desired document type at the

Create a Main Document - continued

To insert address fields:

1. Click the MAILINGS tab

2. Click the Address Block button in the Write &

Insert Fields group

3. At the Insert Address Block dialog box, click the OK

button

Address Block button

Create a Main Document - continued

To insert greeting line fields:

1. Click the MAILINGS tab

2. Click the Greeting Line button in the Write &

Insert Fields group

3. At the Insert Greeting Line dialog box, make

the desired changes

box Insert Greeting Line dialog box

Create a Main Document - continued

To insert a field:

1. Click the MAILINGS tab

2. Click the Insert Merge Field button arrow in the

Write & Insert Fields group

3. Click the desired field at the drop-down list

Insert Merge Field button arrow

Preview a Merge

To view the main document:

1. Click the MAILINGS tab

2. Click the Preview Results button in the

Preview Results group

Preview Results button

Preview a Merge - continued

Preview a Merge - continued

To find a record:

1. Click the MAILINGS tab

2. Click the Find Recipient button in the Preview Results

group

3. At the Find Entry dialog box, type the specific field entry

in the Find text box.

4. Click the Find Next button

5. Continue clicking the Find Next button until there are

no more entries

6. Click OK

Find Entry dialog box

Check for Errors

To automatically check for errors:

1. Click the MAILINGS tab

2. Click the Check for Errors button in the Preview

Results group

3. At the Checking and Reporting Errors dialog box,

click the desired option

4. Click OK

Checking and Reporting Errors dialog box

Merge Documents

To merge documents and create a new document:

1. Click the MAILINGS tab

2. Click the Finish & Merge button in the Finish

group

3. Click Edit Individual Documents at the drop-down

list

4. Make sure All is selected in the Merge to New

Document dialog box

5. Click OK

Finish & Merge button

Merge Documents - continued

Merge to New Document dialog box

 Identify specific records you want merged with

options at the Merge to New Document dialog

box

 Display this dialog box by clicking the Finish &

Merge button on the MAILINGS tab and then

clicking the Edit Individual Documents option at

the drop-down list

Merge Envelopes

To merge envelopes:

1. Click the MAILINGS tab

2. Click the Start Mail Merge button in the Start

Mail Merge group

3. Click the Envelopes option at the drop-down

list

4. Click OK at the Envelope Options dialog box

Merge Envelopes - continued

Envelope Options dialog box

Merge Envelopes - continued

To identify an existing data source file:

1. Click the MAILINGS tab

2. Click the Select Recipients button in the Start Mail

Merge group

3. Click the Use an Existing List option at the

drop-down list

4. At the Select Data Source dialog box, navigate to

the folder that contains the data source file you

Merge Envelopes - continued

To insert the «AddressBlock» field:

1. Click in the envelope to position the insertion point where the recipient’s address should appear

2. Click the Address Block button in the Write & Insert Fields group

3. Click OK

3) The «AddressBlock» field is an example of this type of field

that groups a number of fields together.

a. coordinate

b. collaborate

c. composite

d. collective

3) The «AddressBlock» field is an example of this type of field

that groups a number of fields together.

4) If you want to search for and preview merged documents

with specific entries, click this button.

b. Replace

c. Find and Replace

4) If you want to search for and preview merged documents

with specific entries, click this button.

Merge Labels

To merge labels:

1. Click the MAILINGS tab

2. Click the Start Mail Merge button in the

Start Mail Merge group

3. Click the Labels option at the drop-down

list

4. Select the desired label at the Label

Options dialog box

5. Click OK

Merge Labels - continued

Choose the desired Click this down-pointing

Merge Labels - continued

To update all labels:

1. Click the MAILINGS tab

2. Click the Update Labels button in the Write & Insert Fields group

Merge Directories

 When merging letters, envelopes, or mailing labels, a new form is created for each record.

 For example, if the data source file merged with a letter contains eight records, eight letters are created.

 If the data source file merged with a mailing label contains 20 records, 20 labels are created

 In some situations, you may want merged information to remain on the same page.

Merge Directories - continued

To merge a directory:

1. Click the MAILINGS tab

2. Click the Start Mail Merge button in the Start

Mail Merge group

3. Click the Directory option at the drop-down

list

Edit a Data Source File

To edit a data source file:

source file name in the Data Source list box.

box

Edit a Data Source File - continued

Edit the fields in the records in the data source file at this dialog box.

Edit the fields in the records in the data source file at this dialog box.

Insert Additional Fields

 Word’s Merge feature contains a large number of fields that you can insert in a main document.

 One such field, the Fill-in field, is used to input information with the keyboard during a merge.

 In some situations, you may not need to keep all variable information in a data source file.

 Insert a Fill-in field in a main document to input variable information into a document during the merge using the keyboard

Insert Additional Fields - continued

To insert a Fill-in field in the main document:

1. Click the MAILINGS tab

2. Click the Rules button in the Write & Insert Fields

group

3. Click the Fill-in option at the drop-down list.

4. Type the prompt text

5. Click OK

6. Type the text to be displayed in the document

7. Click OK

Fill-in option

Insert Additional Fields - continued

To insert a record number in each merged document:

1. Click the MAILINGS tab

2. Click the Rules button in the Write & Insert Fields

group

3. Click the Merge Record # option at the drop-down

list

Insert Additional Fields - continued

To use an If…Then…Else… field:

1. Click the MAILINGS tab

2. Click the Rules button in the Write & Insert Fields

group

3. Click the If…Then…Else… option at the drop-down list.

4. Specify the options in the Insert Word Field: IF dialog

box

5. Click OK

If…Then…Else… option

Insert Additional Fields - continued

 Specify the field you want Word to compare with the Field name option.

 The drop-down list displays all of the fields you specified when creating the data source.

 Use the Comparison option to identify how you want Word to compare values By default, Equal to displays in

the Comparison option box.

 Click the down-pointing arrow at the right of the option box and a drop-down list displays with a variety of

value options, such as Not equal to, Less than, Greater than, and so on.

Merge with Other Data Sources

 Word saves a data source as an Access database with the mdb file extension (In Access 2013, a database file is

saved with the accdb file extension.)

 You can also merge a main document with other data sources, such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list

 If you use Outlook to send emails, you can use an Outlook contact list as a data source.

Use the Mail Merge Wizard

To access the Mail Merge wizard:

1. Click the MAILINGS tab

2. Click the Start Mail Merge button in the Start Mail

Merge group

3. Click the Step-by-Step Mail Merge Wizard option at

the drop-down list

Use the Mail Merge Wizard - continued

To use the Mail Merge wizard:

1. Select the type of document you want to create.

2. Click the Next: Starting document hyperlink.

3. Click the Next: Select recipients hyperlink Select the recipients

4. Click the Next: Write your letter hyperlink Write your main document.

5. Click the Next: Preview your letters hyperlink Preview your documents.

6. Click the Next: Complete the merge hyperlink.

7. Complete the merge by sending the merged document to the printer or edit the

merged document.

2) If you do not want a specific record included in a merge,

remove this in the Mail Merge Recipients dialog box.

a. arrow

b. check mark

2) If you do not want a specific record included in a merge,

remove this in the Mail Merge Recipients dialog box.

a. arrow

b. check mark

c. dashd.

4) The Mail Merge wizard guides you through the merge

process in how many steps.

4) The Mail Merge wizard guides you through the merge

process in how many steps.

a. 2

b. 4

c. 6d.

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