Mail Merge With The Use Of The Ribbon

As mentioned in my previous post, in order to start the Mail Merge we must create the main document. We create a new blank document and we type in the content of the main document leaving five empty spaces in the beginning of the document and then select the Mailings Tab as we can see in the image below.


In the area of the ribbon named Start Mail Merge, we press the Start Mail Merge button and from the drop down menu we select the command Letters.


By selecting the command Letters the current document that we have created is defined as our main document. The next step is to connect it with a Data Source File. In order to do that, we must select the command Select Recipients. From the drop down menu that appears we select the command Use Existing List (seeing that we already have our Data Source file, procedure described in my previous post) as we can see in the image below.


By selecting the command Use Existing List, the Select Data Source window appears where we must navigate to find our file in order to select it, and once found to select the OK button. We have now connected the Main Document with our Data Source File.


If we want to edit or modify our Data Source file we should select the Edit Recipient List from the ribbon. The Edit Recipient List appears where we can modify; edit the file which has been described in my previous post.


Once we have modified or edited our Data Source file, the next step is to add the Merge Fields that we want to be appeared in our document. That’s why we locate the area of the ribbon named Write & Insert Fields as shown in the image below.


By selecting the Insert Merge Field button, all the fields that we have created previously are shown in the drop down menu, where we just select the ones that we want. Every time we select one the field is inserted in our document.


Once we have inserted all our Merge Fields in our document, we can preview our letters with the merge fields, by pressing the left and right arrows in the area of the window named Preview Results.


By pressing the single left or right arrow, we move in between our records one by one. By pressing the left arrow with the line, we move on to our first record and pressing the right we move to the last.

Once we have previewed our letters and we are happy with the results, there is nothing left to do but to complete the merge, either in a new document or to the printer. From the area of the ribbon named Finish we select the command Finish & Merge as shown below. As we can see in the image below if we select the command Edit Individual Documents, the merging will be completed in a new document. If we select the command Print Documents, the merged document will be sent to the printer.


If we had chosen the command Send E-Mail Messages, the Merge To E-Mail Messages window would appear, where we would have to do all the adjustments that we wanted for our E-mail messages. The only thing necessary is that in our Data Source File, we must have inputted the e-mail addresses of the recipients in orderf for them to recieve them.


Besides the Merge Fields that have been described, we can also add either an Address Block or either a Greeting Line.

Address Block:

Contains information about the name and the address of the data source file.


By selecting it the Insert Address Block window appears, with all the available types of blocks. We just select the Address Block that we want, and at the right we can preview it in order to see if that is the one we want to insert to our document. If yes, we just select the OK button. The Address Block merge field has been inserted into our document.


Greeting Line

By selecting Greeting Line, we can choose of one of the greeting styles that are available. We select one of the available ones, or we can type in our own and then press the OK button. The Greeting Line merge field has been inserted into our document.


Check For Errors

We can also check for errors the Mail Merge in order to be notified if we have any mistakes that we have made in order to avoid them. We just select the Auto Check For Errors command before we complete the Mail Merge to a New Document or to the Printer.


The Checking And Reporting Window appears where we select the sort of Check Error we want to run.


About Smart Office - philippospan

MVP: Honored with the MVP (Most Valuable Professional) for OFFICE SYSTEM title for the years 2011, 2012, 2013, 2014 and 2015 by Microsoft, for my contribution and commitment to the technical communities worldwide. Microsoft Master Specialist: This certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system

Posted on October 25, 2011, in Microsoft Office 2010 English, Word 2010 English and tagged , , , , , , , , , , , , , , , , , , , , , , , . Bookmark the permalink. Comments Off on Mail Merge With The Use Of The Ribbon.

Comments are closed.