How to create labels and personalised mail merge documents using date from other documents.

1. Windows
Handy shortcuts and file handling

2. Word
Mail Merge

3. Startup
• This is not just a presentation, it is a workshop
• Please find the exercises in the ‘LnL – Word Mail Merge’
folder. It is located on your desktop.
• Try the exercises in the document during this session ->
limited time, questions in the Q&A.

4. Mail merge? (1)
• Merge your data into a document and either save,
mail it to the recipients or print it.
• 2 objects
• Your data source, e.g.
• Excel file;
• Access database;
• Word document;
• Text file;
• Query on a database.
• Your document where your data is merged into
• Custom / personalized letters;
• Labels;
• Envelopes.

5. Mail merge? (2)
• The good…
• You can insert any field of your data source in your form.
• e.g. first name, last name, address, title, …
• You can use multiple fields of the data source in your
form.
• You dou not have to type everything
manually = save a huge amount of time
• Imagine you would have to send a semi-personal letter to more
than 1000 employees without a mail merge...

6. Mail merge? (3)
• The bad…
• You can not select data across multiple datasets/sources
or tables.
• (Related) data from multiple tables is only possible if you select
a query as your data source.

7. Step 1: document set-up
• Create a new document.
• This contains all the standard
data which is the same for
each version of the merged
document

8. Step 2: connect the data source
• Mailings > Start Mail Merge >
Select Recipients
• Or use the wizard:
• (Ex. 1.1)

9. Step 3: refine your
data (1)
• Mailings > Start Mail Merge >
Edit Recipient List
• (Ex. 1.2)

10. Step 3: refine your data (2)
• Select which data will be merged
• Filter your data by using criteria
• Sort your data: A-Z
• Find
• Find a specific recipient
• (Ex. 1.2)

11. Step 4: add merged fields
• Mailings > Write and Insert Fields
• Example: an address block
• (Ex. 1.3)

12. Step 5: preview and complete
• Preview each copy of the
document
• Mailings > Preview Results
• (Ex. 2.2)

13. Step 5: preview and complete
• Complete the merge
• Mailings > Finish & Merge
• Edit Individual Documents
• New document with all the pages
merged after each other
• Print Documents
• Print every merged document or a
range
• (Ex. 2.3)
• Send Email Messages
• (Ex. 2.4)

14. Labels
• Mailings > Create > Labels
• (Ex. 3): last page of your
handouts

15. Q&A
Future questions?
• ICT intranet
 Training
 ICT Service Lunch ‘n Learn
• Helpdesk
http://ict.coleurope.eu
helpdesk.be@coleurope.eu
Tel 050 47 70 00