Mail Merge with Microsoft Word : Import into Microsoft Word 2003
Import into Microsoft Word 2003
1.
Open Microsoft Word 2003 with a blank document screen ready.
How do I know if I have Microsoft Word 2003? Select About Microsoft Word from the Help menu in your version of Word. This should display your current version of Word.
2.
Select Letters and Mailings from the Tools menu.
3.
Select Mail Merge . . .
Figure 5-1 Word menus
Note: If creating labels or envelopes select the desired option in Step 4. Continue to answer the questions in the mail merge wizard to complete the desired output.
4.
Click Directory in the control panel.
Figure 5-2 Step 1
5.
Click Next: Starting document.
6.
Click Use the current document.
Figure 5-3 Select starting document
7.
Click Next: Select recipients
8.
Click Use existing list.
Figure 5-4 Select recipients
9.
Click Browse. . .
10.
Browse to the location where you saved the directory data file. If you were unsure where to save your file you may have selected to save the file on your Desktop. If so, click Desktop in the left-hand shortcut area.
11.
Click the filename of the directory data file.
Figure 5-5 Select data file
12.
Click Open.
13.
The list of downloaded names will appear. Click OK.
Figure 5-6 Mail Merge Recipients
14.
Click Next: Arrange your directory
15.
Design the page layout as you desire. Add your header and footer; create columns at this time!
16.
When you are ready to add the mail merge fields for the member name, address, and other fields, click More items . . . in the control panel.
17.
Click the Company_Name field and click Insert. (your field names may vary.)
Figure 5-7 Insert Merge Field
18.
Click the Full_Physical_Address field and click Insert. (your field names may vary.)
19.
Continue inserting fields until all desired fields have been selected. Then click Close.
If the field names displays like this:
It will display like this with live data:
20.
Format the all fields as desired (i.e. font size & style, bold). You may also wish to place each field on it’s own line by pressing Enter between the two field names so it appears as shown below. (this is only an example of the fields name - - your field names may vary) Remember to include a blank line after your last field.
«Company_Name»
«Full_Physical_Address»
«Primary_Phone»
«Email»
«Website»
TIP! During step #20, follow the steps below to keep all lines of a member record on the same page or column. Select the all the field names you want to keep together on a page. (Do not select the blank lines between the records.) On the Format menu, click Paragraph, and then click the Line and Page Breaks tab. Select the Keep with next check box.
21.
When the first record of the directory is designed as desired, click Next: Preview your directory.
22.
If the first record looks as desired, click Next: Complete the merge. .
If not, click Previous: Arrange your labels and repeat steps #20-22 above.
23.
Click To New Document.
24.
Complete the Merge to New Document screen and click OK to create the directory.
If the completed directory does not meet your expectations, close that new document window and click Previous in the MS Word control panel to return to the step that needs redone. Continue using the same procedure as already described
Figure 5-8 Merge to New Document
25.
The directory will appear on the screen in a new document.
26.
Save your completed directory file.