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ABOUT MAIL MERGE

About mail merge Use the Mail Merge Wizard to create form letters, mailing labels,
envelopes, directories, and mass e-mail and fax distributions. To complete the basic
process, you:

 Open or create a main document

 Open or create a data source with individual recipient information.
 Add or customize merge fields in the main document.
 Merge data from the data source into the main document to create a new,
merged document.

About mail merge data sources data source is a file — for example, a Microsoft
Outlook Contact List — that contains the data that varies in each copy of a merged
document.

How data sources work in a mail merge You can think of a data source as a table.
Each column in the data source corresponds to a category of information, or data field —
for example, first name, last name, street address, and postal code.

The name of each data field is listed in the first row of cells, which is called the header
record. Each subsequent row contains one data record, which is a complete set of
related information — for example, the name and address of a single recipient.

When you complete the merge, individual recipient information is mapped to the fields
you included in your main document.

Connecting to a data source By default, you connect to data sources in the Select
Data Source dialog box. If you already have a data source to use (such as a Microsoft
Outlook Contact List or Microsoft Access database), you can connect to it directly from
the Mail Merge Wizard.

If you don't, you can also create one directly from the wizard. If you only want a simple
address list, the Mail Merge Wizard guides you through the process of creating a
Microsoft Office Address List. Or you can create a more complex one from within the
Select Data Source dialog box.

Selecting specific recipients from the data source

Once you connect to your data source, the recipient information appears in the Mail
Merge Recipients dialog box, where you can select exactly which recipients to include in
the merge. For example, if you want to target customers in specific postal code areas,
you can select only those customers. You can also use this dialog box to perform more
advanced filtering and sorting operations.

 Data source with recipient information, such as names and addresses

 Main document with merge fields that are placeholders for recipient
information
 Resulting merged document
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A data source is a file — for example, a Microsoft Outlook Contact List — that contains
the data that varies in each copy of a merged document. A data source as a table. Each
column in the data source corresponds to a category of information, or data field — for
example, first name, last name, street address, and postal code. The name of each data
field is listed in the first row of cells, which is called the header record. Each subsequent
row contains one data record, which is a complete set of related information — for
example, the name and address of a single recipient. When you complete the merge,
individual recipient information is mapped to the fields you included in your main
document.

By default, you connect to data sources in the Select Data Source dialog box. If you
already have a data source to use (such as a Microsoft Outlook Contact List or Microsoft
Access database), you can connect to it directly from the Mail Merge Wizard. If you
don't, you can also create one directly from the wizard. If you only want a simple address
list, the Mail Merge Wizard guides you through the process of creating a Microsoft Office
Address List. Or you can create a more complex one from within the Select Data Source
dialog box.

Format merged data

 To format merged data, you must format the merge fields in the main document.
Don't format the data in the data source, because its formatting isn't retained
when you merge the data into the document.
 In the main document, select the field containing the information you want to
format, including the surrounding merge field characters («« »»).
 On the Format menu, click Font, and then select the options you want.

About mail-merge fieldsYou use merge fields to customize the content of individual
documents. When inserted into your main document, they map to corresponding
columns of information in your data source. If Microsoft Word doesn't find the information
it needs by mapping merge fields automatically to the headings in the data source, it
gives you the opportunity to do so as you're inserting address and greeting fields or
previewing the merge.

Address and Greeting Fields Word uses two merge fields to insert the basic
information for each recipient:

 The Address Block field is the placeholder for the name and address.
 The Greeting Line field is the placeholder for your chosen salutation.
 You can customize the content in each of these fields. For example, in the
address you may want to select a formal name format (Mr. Joshua Randall
Jr.); in the salutation, you may want to use "To" instead of "Dear."

Create a chart

 Some of the content in this topic may not be applicable to some languages.
 On the Insert menu, click Object, and then click the Create New tab.
 In the Object type box, click Microsoft Graph Chart, and then click OK.
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 Graph displays a chart and its associated sample data in a table called a
datasheet.
 To replace the sample data, click a cell on the datasheet, and then type the text
or numbers you want, import data from a text file or Lotus 1-2-3 file, import a
Microsoft Excel worksheet, or copy data from another program.
 To return to Microsoft Word, click the Word document.

About macro

If you perform a task repeatedly in Microsoft Word, you can automate the task by using a
macro. A macro is a series of Word commands and instructions that you group together
as a single command to accomplish a task automatically.

Here are some typical uses for macros:

 To speed up routine editing and formatting

 To combine multiple commands; for example, inserting a table with a specific
size and borders, and with a specific number of rows and columns
 To make an option in a dialog box more accessible
 To automate a complex series of tasks
 Word offers two ways for you to create a macro: the macro recorder and the
Visual Basic Editor.

For quick access to your macro, you can assign it to a toolbar, a menu, or shortcut keys.
Running the macro is as simple as clicking the toolbar button or menu command or
pressing the shortcut keys.

If you give a new macro the same name as an existing built-in command in Word, the
new macro actions will replace the existing actions. For example, if you record a new
macro and name it File Close, it becomes attached to the Close command. When you
choose the Close command, Word performs the new actions you recorded.

Recording a macro The macro recorder can help you get started creating macros.
Word records a macro as a series of Word commands in Visual Basic for Applications.
When you're recording a macro, you can temporarily pause recording and then resume
recording where you stopped.

When you record a macro, you can use the mouse to click commands and options, but
the macro recorder doesn't record mouse movements in a document window. You must
use the keyboard to record these actions.

Tips for recording macros

 Before you record or write a macro, plan the steps and commands you want the
macro to perform.
 If you make a mistake when you record the macro, corrections you make will also
be recorded. You can edit the macro later and remove unnecessary steps you
recorded.
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 Try to anticipate any messages that Word might display that might halt your
macro or be confusing when the macro is run.
 If the macro includes the Edit menu command Find or Replace, click More on the
Find or Replace tab, and then click All in the Search box. If the macro searches
up or down only, Word stops the macro when it reaches the beginning or end of
the document and displays a message asking whether you want to continue
searching.
 If you want to use the macro you're recording in other documents, make sure that
the macro doesn't depend on the current document's contents.

If you use a particular macro often, assign it to a toolbar button, a menu, or shortcut
keys. That way, you can run the macro directly without having to open

Create or change AutoCorrect entries Some of the content in this topic may not be
applicable to some languages.

Do one of the following:

 Add an entry to the list of automatic corrections

 On the Tools menu, click AutoCorrect Options.
 In the Replace box, type a word or phrase that you often mistype or misspell —
for example, type usualy.
 In the With box, type the correct spelling of the word — for example, type usually.
 Click Add.
 Add an entry during a spelling check
 Right-click a word with a wavy red underline.
 Point to AutoCorrect on the shortcut menu, and then click the correction you
want.

If Microsoft Word doesn't provide a list of corrections for a misspelled or mistyped word,
AutoCorrect won't appear on the shortcut menu.

Change the contents of an entry

 On the Tools menu, click AutoCorrect Options.

 Click the entry in the list under the With box.
 Type the new entry in the With box.
 Click Replace.

Rename an entry

 On the Tools menu, click AutoCorrect Options.

 In the list under the Replace box, click the entry.
 Click Delete.
 Type a new name in the Replace box.
 Click Add.
 Prevent specific capitalization and spelling corrections
 On the Tools menu, click AutoCorrect Options.
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 Click Exceptions.
 Do one or more of the following to prevent AutoCorrect from:
 Capitalizing a word you type after a specific abbreviation
 Click the First Letter tab, and then type the abbreviation (including the period) in
the Don't capitalize after box.

 Correcting a word that contains mixed uppercase and lowercase letters

 Click the INitial CAps tab, and then type the word in the Don't correct box.
 Correcting a spelling error
 Click the Other Corrections tab, and then type the misspelled word in the Don't
correct box.
 Click Add, and then click Close.