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Chapter 2 - Advanced Technique Using Microsoft Word

This document provides instructions for using mail merge in Microsoft Word. Mail merge allows you to produce multiple documents like letters using information from a spreadsheet or database. The steps include: 1) starting the mail merge wizard, 2) selecting the document type and recipient list, 3) inserting recipient fields into the document template, 4) previewing the merged documents, and 5) printing the final documents.

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queen abadz
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59 views

Chapter 2 - Advanced Technique Using Microsoft Word

This document provides instructions for using mail merge in Microsoft Word. Mail merge allows you to produce multiple documents like letters using information from a spreadsheet or database. The steps include: 1) starting the mail merge wizard, 2) selecting the document type and recipient list, 3) inserting recipient fields into the document template, 4) previewing the merged documents, and 5) printing the final documents.

Uploaded by

queen abadz
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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APPLIED PRODUCTIVITY

TOOLS
Advanced Techniques using Microsoft Word
Hyperlink

• a link that will direct you to another page or part of the


document
• Hyperlinks can be:
• Word
• Phrase
• Symbol
• Image
Understanding Hyperlink

• 2 basic parts
• The address (URL) of the webpage
• Display text
• Hyperlinks can be:
• Word
• Phrase
• Symbol
Hyperlink

• press ENTER or the SPACEBAR after you type the


address of an existing webpage
• Office automatically converts the address into a link.
Watch This
Mail Merge

• a useful tool that allows you to produce multiple


letters, labels, envelopes, name tags, and more using
information stored in a list, database, or spreadsheet.
How to use 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.
How to use Mail Merge: Step 1

 From the Mail Merge task pane


on the right side of the Word
window, choose the type of
document you want to create. In
our example, we'll select Letters.
Then click Next: Starting
document to move to Step 2.
How to use Mail Merge: Step 2

 Select Use the current


document, then click Next:
Select recipients to move to
Step 3.
How to use Mail Merge: Step 3

1. Select Use an existing list, then


click Browse to select the file.
How to use Mail Merge: Step 3

2. Locate your file, then click Open.


How to use Mail Merge: Step 3

3. If the address list is in an Excel


workbook, select
the worksheet that contains the
list, then click OK.
How to use Mail Merge: Step 3

4. In the Mail Merge
Recipients dialog box, you
can check or uncheck each box
to control which recipients are
included in the merge. By default,
all recipients should be selected.
When you're done, click OK.
How to use Mail Merge: Step 3

5. Click Next: Write your letter to


move to Step 4.
How to use Mail Merge: Step 4

 To insert recipient data:

1. Place the insertion point in the


document where you want the
information to appear.
How to use Mail Merge: Step 4

2. Choose one of
the placeholder options. In our
example, we'll select Address
block.
How to use Mail Merge: Step 4

3. Depending on your selection, a


dialog box may appear with
various customization options.
Select the desired options, then
click OK.
How to use Mail Merge: Step 4

4. A placeholder will appear in your


document (for
example, «AddressBlock»).
How to use Mail Merge: Step 4

5. Add any other placeholders you


want. In our example, we'll add
a Greeting line placeholder just
above the body of the letter.
How to use Mail Merge: Step 4

6. When you're done, click Next:


Preview your letters to move to
Step 5.
How to use Mail Merge: Step 5

1. Preview the letters to make sure


the information from the recipient
list appears correctly in the letter.
You can use the left and right
scroll arrows to view each version
of the document.
2. If everything looks correct,
click Next: Complete the
merge to move to Step 6.
How to use Mail Merge: Step 6

1. Click Print to print the letters.


2. A dialog box will appear. Decide if you
want to print All of the letters, the
current document (record), or only a
select group, then click OK. In our
example, we'll print all of the letters.
3. The Print dialog box will appear.
Adjust the print settings if needed, then
click OK. The letters will be printed.

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