Advanced Word Processing Skills
In this lesson I already know how to use Mail Merge in resume. Mail Merge is a
process
to create personalized letters and pre-addressed envelopes or mailing labels
for mass mailings from a form letter. Form Document and List of Data File are the two components of Mail Merge. In Form Document, the document contains the main body of the message we want to convey or send. In List or Data File this is where the individual information or data that needs to be plugged in (merged) to our form document is placed and maintained.
Steps in Creating Mail Merge:
 |
1.
Open an
existing Word document, or create a new one.
2.
From the Mailings
tab,
click the Start
Mail Merge command
and select Step by Step Mail Merge Wizard
from the drop- down menu.
|
3. Save your letter and name it
"Sample Letter“.
4. Insert the fields in the letter (Name, Company, Address Line 1, and Title)
5. Save the main document once more. You can use Ctrl+S to quickly do this step.
6. On the Mailings
tab in
the Start
Mail Merge
group, choose Select Recipients.
7. Click the Customize Columns button
on the dialog box for the New Address List
8. Select a field that you don’t need
then click the DELETE button. A confirmation dialog box
appears.
9. Click YES in the confirmation dialog box. The dialog box closes, and the unnecessary field disappears.
10. Repeat steps 8 & 9 for each field you do not need. After removing the excess fields, the next step is to add the fields you need.
11.
To add a field that you need in your document, click the ADD
button.
12. Type the field name on the prompt
inside a small ADD FIELD dialog box and click the OK
button.
13. Repeat steps 11 & 12 for each new
field you need in your main document.
14. Click the OK button on the Customize Address List dialog box to confirm your changes.
15. The New Address List dialog box will appear again ready for you to type in your data.
16. Type the individual data from your list corresponding to Name, Company, Address Line 1, Address Line 2, Address Line 3, and Title.
17. Press the Tab key each time to
enter the next field.
18. To add a new record, press the Tab key after inputting the last field. When you press the Tab key on the last field in a record, a new record is automatically created and added on the next line.
19. Repeat steps 16 through 18 until you enter all the records you want. Once you are done typing your data, click the OK button on the Add New List dialog box to save your data. A special Save Address List dialog box pops up, allowing you to save the recipient list.
20. Type a name for the address list.
Name it "Client List".
21. Click the Save button. You should be back on your main document soon after.
22. Select a field place holder (ALL CAPS) in the main document.
23. Click the Insert Mail Field command button.
24. Choose the proper field to insert
into your text. For example, if you are replacing the text name in your
document with a name field, choose the Name Field from Insert Merge Field menu.
The field is inserted into your document and replaces the ALL CAPS text.
25. Continue adding fields until the
document is complete. Repeat steps 22 through 24 as necessary to stick all
fields into your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merged documents through email.
28. Or you may want to choose Preview
Results to check your work before you send it.
29. You should get a merged closed to
this one.
30. Save and close your document
Integrating Images and External Materials
Kinds of Material:
- Pictures
- Clip Art
- Shapes
- Smart Art
- Chart
- Screenshot
