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Microsoft Word 2004

Data Merge Manager: An Overview

With the Data Merge Manager you can take the process of creating merged documents step-by-step. The Data Merge Manager palette is always available and easily accessible. At each step there are options to choose from that will help you to tailor the merge to your needs. This document describes each step in general and the options available. At any point while using the manager, you can go back to a previous step to adjust your choices.

To Access the Data Merge Manager:

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

STEP 1: Selecting the main document type
Your options for the main document type are:

Form Letters: allows you to tailor one letter to many individuals.

Labels: allows you to print labels with different addresses. For instructions on how to perform this type of merge, refer to Creating Mailing Labels.

Envelopes: allows you to print envelopes with different addresses. For instructions on how to perform this type of merge, refer to Creating Merged Envelopes.

Catalog: allows you to gather varied but related information into a list. For example, list the names, office locations, and phone numbers to create a departmental or organizational directory.

Main Document section of Data Merge Manager
STEP 2: Selecting the data source
Your options for data sources are:

New Data Source: allows you to create your own list by typing each recipient.

Open Data Source: uses a previously saved list. Once you make this selection, a link appears. Clicking it takes you to the Choose a File dialog box where you can choose the file you want to use.

Office Address Book: uses your Outlook Contacts as recipients. You must use Outlook and have existing Contacts. Once you make this selection, Word retrieves your Outlook Contacts in the form of an editable recipient list.

Data Source section of the Data Merge Manager
STEP 4: Writing your letter and adding fields
During this step you will be adding text and variable information to your letter. To assist you in this, Word has a number of pre-formatted entries along with the fields from your recipient list. Frequently used options include:

Word Fields: lets you specify conditions in the merge.

Merge Fields: allows you to insert variable fields from your data source into your document.

Word Field section of the Data Merge Manager
Merge Field section of the Data Merge Manager
STEP 5: Previewing your letters
At this point, you are almost ready to merge. Before you do so, it is a good idea to preview your letters. You can browse through the letters by clicking either PREVIOUS or NEXT. You can also locate specific recipients.

Based on what you see during this preview, you may decide to edit your letter, edit the recipient list, or exclude one or more recipients from the merge.

Preview section of the Data Merge Manager
STEP 6: Completing the merge
Once the merge is complete, you can merge the documents to the printer or to a new file. Additionally, you can filter or sort your merged documents by using the Query Options or specify the records to merge. Merge section of the Data Merge Manager
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