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Questions and Answers
What is the first step in creating a mail merge for labels?
Which document type must be selected to start a mail merge for labels?
What is the final action to complete the mail merge process?
What should be clicked to arrange the labels after selecting the recipients?
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During the selection of recipients, which option is used to utilize data from an existing list?
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What is the first action required to include an address in a letter?
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What should you do if the address fields do not match the expected ones?
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Which option allows you to create a new file for individual letters after completing the merge?
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After inserting all address fields, what should you remember to do?
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What is the final action to take after previewing your letters?
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What is the primary purpose of using mail merge in Microsoft Word?
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When starting the mail merge process, which of the following is the first step?
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During Step 1 of the mail merge wizard, which document type should you select to create letters?
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What action must be performed after selecting 'Use an existing list' in the mail merge process?
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How can you modify the recipient list if you choose to create a new list?
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What should you do after typing records into a new recipient list?
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What type of file is the recipients list saved as when creating a new list in Word?
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Where is it recommended to save the recipient file when performing a mail merge?
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Study Notes
Mail Merge in Word
- This document outlines the process for using mail merge within Microsoft Word.
- Mail merge is a tool that allows for automatic creation of form letters, labels, and envelopes.
- The main document will contain the basic text and graphics for all versions of the merged documents.
- The data source is a file containing information that must be linked to the main document to complete the mail merge.
- The mail merge process uses the main document as the template and pulls information from a data source to create the final output.
Form Letters
- First, a blank document is created.
- The letter is typed and formatted, leaving designated areas where data from the data source will be inserted.
- The mail merge task pane will appear, and the user needs to follow six steps.
Step 1: Selecting the Document Type
- Select “Letters” for the document type.
Step 2: Selecting the Starting Document
- Select “Use the current document".
Step 3: Selecting Recipients
- Use an existing list or create a new one within Word.
Using an Existing List
- The source file is selected and the worksheet tab containing the data is chosen.
- The Mail Merge Recipients window will open displaying the file data.
- Click OK.
Creating a New List
- Select “Type a new list” under “Select recipients".
- Click “Create.”
- Click "Customize Columns" to modify the list of fields.
- Delete unnecessary columns and add new ones as needed.
- Click “OK”.
- Begin typing records, advancing to the next field by pressing "TAB".
- Click “OK”.
- Click “Save”.
- The new list will be saved as a Microsoft Access file type in the "My Data Sources" folder.
Step 4: Writing the Letter
If including an address use the following steps:
- Click the location where the address data will be inserted.
- Click “Address block…”.
- Select the desired address elements.
- Click “OK”.
- Click “Next: Preview your letters.”
Step 5: Previewing the Letters
- This allows the user to preview the first page with fields filled in.
- Click “Next: Complete the merge.”
Step 6: Completing the Merge
- Select “Print” to send directly to the printer.
- Select “Edit individual letters” to create a new file.
Mail Merge – Labels
- Create a new blank document.
- Click the "Mailings” tab.
- Click “Start Mail Merge”.
- Click “Step-by-Step Mail Merge Wizard”.
Step 1: Select Document Type
- Click “Labels” for the document type.
- Click “Next: Starting document”.
Step 2: Select Starting Document
- Click “Use the current document”.
- Click “Label options” under “Change document layout”.
- Select the label style to be used.
- Click “OK”.
- Click “Next: Select recipients”.
Step 3: Select Recipients
- Click “Use an existing list” under “Select recipients”.
- Click “Browse”.
- Select the file.
- Click “Open”.
- Select the worksheet tab name that contains the data.
- Click “OK”.
- Click “Next: Arrange your labels”.
Step 4: Arrange your Labels
- Click in the first label box.
- Click "Address block” or "More items” to insert the data fields.
- Click “Update all labels” to include the fields on all labels.
- Click “Next: Preview your labels”.
Step 5: Preview your Labels
- This provides a preview of the labels.
- Click “Next: Complete the merge”.
Step 6: Complete the Merge
- Click “Print” to send directly to the printer.
- Click “Edit individual labels” to create a new file.
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Description
This quiz covers the process of using mail merge in Microsoft Word. Learn how to create form letters, labels, and envelopes by linking a data source to your main document. Test your understanding of the steps involved in setting up and completing a mail merge.
