Determining the type of a document

We use the “Merge” function in a letter if we want to send it to several people, in a a more personalized manner.
To do this, we obviously need our letter, and a table of addresses.
It does not matter whether this table is present in an Excel spreadsheet, an Access database, or even a Word table.
We even have the option to add this table in Word, as we have already started merging our documents.

We find the “Start Mail Merge” button, along with its options under the “Mailings” tab, in the ribbon.
Most of these options are not yet available because, we have not yet merged our document.

The first step while merging a document is to determine the type of document we want to use in our merge with or without an existing table.
Click on the “Start mail Merge” button.
This opens a drop-down menu with the different types of documents.
The first type is “Letters”, which is used when we want to send the same letter to different people.
The second type is “E-mail Messages”, which is used when we want to send emails.
The third and fourth types are “Envelopes” and “Labels”, which have been discussed in the previous lesson.
The fifth type is “Directory”, which, basically, is the same as “Labels” but, it allows us to print multiple records on the same page.

If any of these five options are selected, we can proceed with the merging of our data.
When you no longer want your merged document, select the “Normal Word document” option.

If you do not know exactly what are the steps to be performed while doing a mail merge, select the “Step by step Mail Merge Wizard …” option.
I will continue this discussion, in greater detail, in a later lesson.

In this example, I’m going to merge an existing letter, so I select “Letters” from the drop-down list.

Determining Source data:

The second thing we need to do is, to determine where the source data should be merged, in Word, in order to complete the letter.
Click on the “Select Recipients” button, in the ribbon.

This opens a drop-down menu with three options:
The first option, “Type new lists …”, is used, when we have no table of addresses.
The second option, “Use Existing List …”, is selected when we already have a table with the various addresses. It does not matter whether this table is in an Access, Excel, or Word Document.

The third option is “Select from Outlook contacts” and, we use this when our recipients are located in the contact list in Outlook.

Let me first begin with “Type New List …” option.

Creating a new directory:

Select the “Type new lists …” option from the drop-down menu.
This opens the “New address list” dialog box.

By default, there are thirteen columns.
If you click on the “Customize Columns” button, wherein a new dialog box, “Customize Address List” is opened.

In this window (1), we can add, delete and rename field names.

When you click the “Add” button, a dialog box opens, where we enter the name of the field we want to add. Once you have entered the new name click the OK button.
Any field that you add is placed below the field that is currently selected.
Click the “Up” and “Down” buttons, to change the order of the fields.

To remove a field, select it, and then click the “Delete” button.
An alert box will appear to confirm if you are sure you want to delete the selected field.
Select “Yes” if you wish.

To change the name of a field, select the field, and click the “Rename …” button.
Clicking this button opens another dialog box where you have the new name for the field type.
Click OK, when you’re done.

Click OK, if you’ve finished customizing the fields.

This brings us back to the “New address” (2) dialog box.
To insert the data enter the appropriate information in the different columns.
To move or navigate from one column to the next column, press the tab key on your keyboard.
To move or navigate from one column to the previous column, press the tab key on your keyboard while keeping the Shift key pressed.

To give another address, click the “New Entry” button in the dialog box.
If the cursor is in the last field of the address you just entered, press the tab key on your keyboard, and the cursor will move to a new line where you can enter the following address.

To remove a person from the list, select the person, and then click on the “Delete Entry” button in the dialog box.

If the address list is complete, click the OK button.
This opens the “Save Address List” dialog box.
Navigate to the location on your computer where you want to save the list.
Give the file a name.
Then click the “Save” button.

Word will save this file as a Microsoft Office directory, with the extension, .mdb

It seems as if nothing has happened, but Word has created the link between our letter and the addresses.
You can see that the options in the ribbon, are now available.

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