Determine type of document

We use the function “Merge” to a letter that we want to send to several people in a more personalized tone.
For this we obviously need our letter, and a table of addresses.
It does not matter whether this table is now in an Excel spreadsheet, an Access database, even a Word table.
We even have the option to make this table in Word, when we have already started working on our mailmerge.

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

The first step in the “Mail Merge” is to determine the type of document we want to use in our merger with an existing table or not.
Click on the button “Start mail Merge”.
This opens a drop-down menu with the different types.
The first type is “Letters”, which we use when we want to send the same letter to different people.
The second type is “E-mail”, which we use when we want to send the letter via email.
The third and fourth type is “Envelopes” and “Labels”, which are discussed in the previous lesson.
The fifth option “Directory”, which basically is the same as “Labels” allows us to print multiple records on the same page.
If any of these five options is selected we can proceed with the merger of our data.

When you no longer want to merge your document, choose the option “Normal Word document”.

If you do not know exactly what steps you must perform in a mail merge, select the option “Step by step Mail Merge Wizard …”.
I talk in more detail about this in a later lesson.

In this example I’m an using an existing letter in merge, so I choose “Letters” from the drop-down list.

Determine Source Data

The second thing we must do is to determine where the source data needs to get the letter that must be merged in Word.
Click on the button “Select Recipients” in the ribbon.

This opens a drop-down menu with three options:
The first “Type New List …” we use when we have no table of addresses.
The second “Use Existing List …” we choose when we already have a table with the different addresses. Whether this table is in an Access, Excel, or Word file, that does not matter.

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

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

Make new addresslist

Thus, select the option “Type new list…” from the drop-down menu.
This opens the dialog “New address list”.

By default, this has thirteen columns.
Clicking on the button “Customize Columns” opens a new dialogbox, “Customize Address List”.

Here we can add field names, delete field names, and rename field names.

Clicking the “Add” button shows a dialog where we enter the name of the field that we want to add.
Once the new name is entered click the OK button.
Any field that you add is below the currently selected field.
Click the buttons “Up” and “Down” to change the order of the feilds.

To remove a field, first select the field, and then click the “Delete” button.
A confirmation will ask if you surely want to delete the selected field.
Select “Yes” if you wish.

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

Click OK when you have finished customizing the fields.

This brings us back to the dialog “New Address list”.

To add data type the appropriate information in the different columns.
To move or navigate from one column to the next column, click the tab key on your keyboard.
To move from one column and to navigate to the previous column, click the tab key on your keyboard while keeping the Shift key pressed.

To type in another address, click the button “New entry” in the dialog.
If the cursor is in the last field of the address you just typed, click the tab key on your keyboard, the cursor jumps to a new line where you can enter the next address.

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

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

Word will save this file as a Microsoft Office addresslist, with the extension. Mdb

It seems as if nothing has happened, but Word now has made the link between our letter and addresses.
You can see this on the options in the ribbon. Now they are available.

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