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Microsoft word 2013 mail merge wizard free |
- Microsoft word 2013 mail merge wizard free
You might just see on the right there, Edit recipient list. I can always come back to that now, customize it further, and then I can do things like sort it, filter it, find duplicates, and so on. In Step 4 we actually setup the letter ready for the merge. So what we need to do here is to put all of those merge fields in.
Now there are a couple of things that can make this a little bit quicker and easier for you and in the pane on the right one of the presets is a thing called Address Block. This uses a pretty standard layout based on the standard fields for name and address, particularly in relation to business, and takes a sort of best guess at how you want this to look.
Now you can adjust this sort of best guess using these check boxes on the left. Now it gives you a look at how this works for the first person in the recipient list. Well, that looks absolutely fine. That looks just how I need it. And also if the fields are not matching correctly, you can choose this Match Fields option here. Click on Close. You can delete or you can use the Enter key to put lines in. You can always go back to the letter and make further adjustments later anyway.
Jane Doe, Consolidated Metals, and so on. That looks absolutely fine; in fact, it even looks reasonably balanced. But that shows the basic processing of the Mail Merge Wizard. What I now need to do is to look at the end of the process and what we can do with the individual letters and look at some of the variations, some of the options that we looked at earlier on.
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Most big websites do this too. Change Settings. Cookie Box Settings. Privacy settings Decide which cookies you want to allow. You can change these settings at any time. For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window. To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step.
In the Start from existing box, select the document that you want, and then click Open. If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list.
In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the "My Data Sources" folder. If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK.
All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:.
Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want.
Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list.
This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information.
For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want.
If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients' addresses. Word uses the recipients that you designated for the merge.
If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source.
To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option.
If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge. Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name.
For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.
Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.
Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:.
To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields. You cannot type merge field characters " " or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.
For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:. Sincerely, Type your name here.
Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process.
You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. For some letters, you'll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to personalize it even further. Opening the Mail Merge Wizard.
Selecting Letters and clicking Next. Selecting Use the current document and clicking Next. Clicking Browse Opening the Address List.
Selecting a worksheet. Selecting recipients to include or exclude.
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