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Questions and Answers
What is the first step in creating a mail merge for labels?
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?
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 is the final action to complete the mail merge process?
What should be clicked to arrange the labels after selecting the recipients?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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?
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.
