MS Word 97 Merging Basics
Data Source — information arranged in records (rows) and fields (columns)
Main Document — instructions for formatting information
To create a new Main Document:
1. File | New | General tab | Blank Document | OK
2. Tools | Mail Merge
a. Main document — Create | type of main document
b. Active Window
c. Data Source — Get Data Source
Create Data Source for new data |
Open Data Source for existing data |
|
you won’t enter data yet, just create a file with the fields defined i) to add new field name: type field name | Add Field Name >> ii) to delete field name from default list: highlight field name on right | Remove Field Name iii) OK iv) Save As window: select drive and folder, type name | Save |
Open Data Source window: select drive, folder and filename | Open |
d. Edit Main Document
i) Form Letters (one page per record) or Catalog (list; no page break between record information):
Type text
Leave placeholders for data using Insert Merge Field | select field name
To include text from an existing file: Insert | File
ii) Mailing Labels:
Select Product number | OK
Place field markers for data using Insert Merge Field | select field name
OK
Close
iii) File | Close | Yes to save changes
Save As window: select drive and folder, type name | Save
To add information to or edit information in an existing Data Source:
File | Open | data source file created above
a. If Database toolbar is not displayed: View | Toolbars | Database
b. Data Form button on Database toolbar to add or edit data:
i) type field values, moving to next field using TAB
ii) Add New for next record
iii) View Source
c. Manage Fields button on Database toolbar to add, remove or rename fields
d. File | Close | Yes to save changes
To merge a Main Document with a Data Source:
1. Open the Main Document file
If you want to make any changes to the file, do so, then File | Save
2. Tools | Mail Merge
3. Check to see if the Main Document Merge type and location is correct.
4. Check to see if the Data Source is the one you want; if not, Data Source — Get Data and select the correct Data Source file.
5. Merge
a. Merge to: New document
b. Records to be merged: Specify if you only need certain records that are adjacent in the Data Source
c. Query Options
i) Filter Records tab | select Field Name | type Compared to value | OK
ii) Sort Records tab | Sort by field name(s)
iii) OK
d. Merge
6. New document that appears contains results of merge
a. Print the contents
b. File | Close | No to Save changes (you can remerge if you need to)
7. In the Main Document, File | Close | No to Save changes