Mail Merge in Windows XP

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Mail Merge in Windows XP

• Brought to you by the STARS Program

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Whats the Difference?

• Microsoft XP offers a lot of new and exciting
  features, but with these features comes a change
  that could be frustrating at times. The things
  you used to know really well have been developed
  into new techniques. This presentation will
  hopefully help you to acclimate yourself with the
  new mail merge process in Word.

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Lets Begin

• Open Microsoft Word, and make sure that you have
  a clean (new) document to work with
• Select Tools from the Menu bar, then Letters and
  Mailings, and finally Mail Merge Wizard

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What Just Happened?

• This is what your screen should look like, the
  pane that shows up on the side is called the Task
  Pane.
• Most things you do in Microsoft Word will now be
  appearing in the Task pane (things like opening a
  document, saving, etc.)

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Follow the Screens

• Basically, you are just following the directions
  on the screen from here.
• In the first step, you choose the type of
  Document that you would like to create i.e.,
  letters, email messages, envelopes, labels, etc.
• Click Next Starting Document at the bottom of
  the screen

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Two Paths

• Here we come to our first divide. You must
  choose between Change Document Layout or Starting
  from an Existing File
• Change Document Layout allows you to set up the
  document the way you want it to look
• Start from an Existing File allows you add merged
  information to a letter or document that you
  already typed
• (For our purposes this presentation will be using
  Labels to take us through the wizard, all the
  other wizards are basically set up the same)

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Starting from an Existing File

• To start from an existing file, all you do is
  click where it says More Files, and open the file
  you want to use
• Then, continue with the steps the same way you
  would if you were starting from scratch
• I.E. Continue with this presentation ?

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Change Document Layout

• If you are doing Labels you must choose the type
  of labels you are using by clicking on the Labels
  Options link
• Make sure you are still on step 2 of 6
• Choose Next Select Recipients at the bottom of
  the screen
• Choose Use an Existing List to use a file you
  have already created
• Navigate to the file you want to use

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Selecting the Recipients

• The wizard will then show you a copy of your
  database and allow you to choose the recipients
  you would like to use in the merge, place a check
  next to those people, or choose select all to
  ensure that everyone will be used in the merge.
• If you need to go back to edit the list, choose
  edit recipient list in the task pane and you will
  be returned to this window
• Select Next Arrange Labels

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Arrange Your Labels

• If it is labels your are working on, you want to
  set up the way your labels will look
• Do this by choosing Address Labels
• Choose the Set up you want

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Replicate Labels

• Run your mouse over the arrow at the bottom of
  the task pane, the screen should move down to
  reveal a button that says Update all labels
  click it
• All your labels now are set up the same way as
  the first
• Choose Next Preview your Labels

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Finishing Up

• If the labels do not look the way you want them
  to, click the Previous button and rearrange them
  to the way you want them to look
• If the labels look the way you want them to,
  click Next Complete the Merge and you are done
• Congratulations!!

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Questions or Comments?

• Contact Diane Sesco
• Office of Lifelong Learning
• Box 12
• [phone]
• Email
• sesco_at_cup.edu