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Microsoft Office Word 2007: Advanced
Course 1 - Mail Merge
Slide 1
Co
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e I
LT
Mail Merge
Course objectives
Use the Mailings tab to create form
letters
Create a recipient list, sort records,
and filter records
Create mailing-label and envelope
documents by using a recipient list
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Slide 2
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Topic A
Topic A: Form letters
Topic B: Data sources for the recipient
list
Topic C: Mailing labels and envelopes
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Slide 3
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Form Letter with Merge Fields
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Slide 4
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Write & Insert Fields Group
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Slide 5
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Insert Address Block Dialog Box
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Slide 6
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Previewing the Letters
First Record
Previous Record
Next Record
Last Record
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Slide 7
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Topic B
Topic A: Form letters
Topic B: Data sources for the recipient
list
Topic C: Mailing labels and envelopes
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Slide 8
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Creating a Recipient List
1. Specify the starting document
2. In the Start Mail Merge group, click
Select Recipients and choose Type
New List
3. Use the Customize Columns button
to add or delete fields
4. Enter the record data for each
recipient
5. Click OK and save the data source
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Slide 9
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Mail Merge Recipients Dialog Box
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Slide 10
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Sorting Records
1. Open the Mail Merge Recipients
dialog box
2. Click Sort to open the Filter and Sort
dialog box
3. From the Sort by list, select the field
by which you want to sort
4. Select Ascending or Descending
5. Click OK
6. Click OK
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Slide 11
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Filtering Records
1. Open the Mail Merge Recipients
dialog box
2. Click Filter to open the Filter and Sort
dialog box
3. Specify the criteria for filtering the
records, as shown
4. Click OK twice to close the dialog
boxes
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Slide 12
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Topic C
Topic A: Form letters
Topic B: Data sources for the recipient
list
Topic C: Mailing labels and envelopes
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Slide 13
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Label Options Dialog Box
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Slide 14
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Printing Mailing Labels
1. In the Finish group, click Finish &
Merge and choose Print Documents
2. Under Print records, specify the
records to print
3. Click OK to open the Print dialog box
4. Specify the print settings, and click
OK
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Slide 15
Co
urs
e I
LT
Course Summary
Used the Mail Merge task pane to
create form letters
Created a recipient list, sorted records,
and filtered records
Created mailing-label and envelope
documents
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Review Questions:
1. Which tab should you activate to access the mail merge options?
A. Home
B. Insert
C. Page layout
D. Mailings
2. True or False: There are two primary components needed to perform a mail merge.
A. True
B. False
3. True or False: Before you can begin a mail merge, you must have the recipient list stored in an Excel
spreadsheet.
A. True
B. False
4. True or False: An address block is a single field that can contain all of the address fields.
A. True
B. False
5. Which button on the ribbon can you click to display all the records in the recipient list?
A. Insert merge field
B. Auto check for errors
C. Edit recipient list
D. Select recipients
6. How can you specify that the current document is the starting document for mailing labels?
A. Click start mail merge and choose labels
B. Click start mail merge and choose envelopes
C. Click select recipients and choose use existing list
D. Click select recipients and choose type new list
7. You have created a letter as the starting document for a mail merge. You want to use an existing
Excel document as the source of the addresses for the mail merge. What should you do?
A. Click start mail merge and choose directory
B. Click start mail merge and choose letters
C. Click select recipients and choose use existing list
D. Click select recipients and choose type new list
8. Where do you navigate on the mailings ribbon to start a mail merge to generate envelope
documents?
A. Envelopes
B. Select recipients
C. Start mail merge
D. Labels
9. True or False: To change the type of mailing labels you are going to use, in the labels dialog box,
select options.
A. True
B. False
10. True or False: To send documents to a specific group of recipients, you need to hand select the
recipients from the recipient list.
A. True
B. False
Answer Key:
1. D The mailings tab is used to start the mail merge option, as well as printing envelopes and labels.
2. A True. In order to perform a mail merge operation, you need to have a starting document, such as a form letter, and a recipient list.
3. B False. You could also store the recipient list in a Word table, or you could generate the list as part of the mail merge procedure.
4. A True. By using the address block in a form letter, you can insert all of the address data in one-step.
5. C By selecting the edit recipient list, you can see all of the records in the recipient list.
6. A To specify that the current document is the starting document for mailing labels, navigate to the start mail merge group, and choose labels.
7. C Click select recipients and choose use existing list. By selecting select recipients and choose use existing list, you can use an existing source of addresses for the mail merge.
8. C To use the mail merge feature to generate envelope documents: create a new document and activate the mailings tab; on the ribbon, navigate to the start mail merge and choose envelopes. The envelope dialog box appears. Specify the envelope settings and then click OK to create a blank envelope document. Specify the recipient list. Insert the necessary address fields in the envelope document. Merge the data source with the label document.
9. A True. Microsoft Word has a wide variety of label options for you to select from. You can select the manufacturer and then look for the labels you want to use.
10. B False. To print only a subset of letters, you can filter out the other records. To filter records in a data source: open the mail merge recipients dialog box. Click filter to open the filter and sort dialog box. Specify the criteria for filtering the records. Click OK twice to close the dialog boxes.
