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Microsoft Word 2008

Working with the Data Source

When using the Mail Merge feature, you will need to load the data that is to be entered in the selected fields. This is done through a data source file. Using the Mail Merge palette you are able to create a new data source, open an existing data source, edit a data source, and find a specific record.

return to topAccessing the Mail Merge Manager Palette

Before you can begin working with a data source, you must first access the Mail Merge Manager palette.

  1. From the Tools menu, select Mail Merge Manager
    The Mail Merge Manager palette appears.

  2. In the Select Document Type section, from the Create New pull-down menu select the desire document type

return to topCreating a New Data Source

When you create a new data source, you designate what will appear in your document when you insert a field. There are default categories as well as the option to create your own.

  1. In the Select Recipients List section, from the Get List pull-down menu select New Data Source...
    The Create Data Source dialog box appears.
    Create Data Source dialog box

  2. To add fields to the Data Source
    1. In the Placeholder list text box, type the name of the field you want to add to the data source file
    2. Click ADD PLACEHOLDER

  3. To remove fields from the Data Source
    1. Select the desired field
    2. Click REMOVE FIELD NAME

  4. Click OK
    The Save Data Source dialog box appears.

  5. In the Save As: text box, type the file name

  6. Using the Where: pull-down menu, navigate to the desired saving location

  7. OPTIONAL: Using the Format: pull-down menu, select the desired file format

  8. Click SAVE
    The Data Form dialog box appears

  9. Enter your data in the appropriate fields
    HINT: To move to the next field, press [tab].

  10. To add an entry, click ADD NEW

  11. When finished with all entries, click OK
    Your data source file has been created

return to topOpening a Data Source

  1. In the Select Recipients List section, from the Get List pull-down menu select Open Data Source...
    The Choose a Data file dialog box appears

  2. Navigate to and select the desired file

  3. Click OPEN
    Your data source file is opened.

return to topUsing the FileMaker Pro Option

  1. On the Mail Merge Manager palette, in the Select Recipients List section, from the Get List pull-down menu select FileMaker Pro...
    The Choose a File dialog box appears

  2. Navigate to and select the desired file

  3. Click OPEN
    Your data source file is opened.

return to topFinding a Record

  1. On the Mail Merge Manager palette, in the Select Recipients List section, click FIND RECORDFind Record button
    The Find in Field dialog box appears.
    Find Record dialog box

  2. Using the In Field: pull-down menu, select the field to search in

  3. In the Find what: text box, type the word or phrase you are searching for

  4. Click FIND FIRST

return to topEditing a Data Source

  1. On the Mail Merge Manager palette,in the Select Recipients List section, click EDIT DATA SOURCEEdit Data Source button
    The Data Form dialog box appears.
    Data Form dialog box

  2. To delete a record,
    1. Using the arrows at the bottom of the window, navigate to the record you want to delete
    2. Click DELETE
    3. When finished click OK

  3. To revise an existing record,
    1. Using the arrows at the bottom of the window, navigate to the record you want to revise
    2. Revise the desired fields
    3. Repeat steps a and b as necessary
    4. Click OK

  4. To add a new record,
    1. Click ADD NEW
    2. Fill in the appropriate field
    3. Click OK

  5. To cycle through existing entries, use the arrows at the bottom of the window

  6. When finished deleting/revising/adding, click OK
    The Data Form dialog box closes.

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