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Unit 9: MS Word: Additional Features

The Data Source Document Notes

Data sources are organized collections of information—databases—that you can create easily
in Word table. Word can also use data from other applications, such as Microsoft Excel or
Microsoft Access, All data sources, no matter where they come from, contain records and
fields. Data contains the information that replaces field codes in the main document.

Putting the Two Together

After creating a main document and a data source document, the only thing left is to tell Word
to merge them. The result is a set of customized letters.

9.4.3 Writing Form Letters
Word guides you smoothly through the process of creating a form letter. You simply follow
the instructions in a sequence of dialog boxes.
Building a New Merge Structure

To begin creating a set of form letters proceed in the following manner.
• Open an empty document, choose Tools >> Mail Merge to open the Mail Merge Helper
dialog box.

Figure 9.12: Building a New Merge Structure

• Choose the Create button to open a list of the types of documents you can create.
• Choose Form Letters open a dialog box in which you choose the Active Window or New
Main Document.
• Choose New Main Document option if you started the Mail Merge command before
creating the form letter. Choose the Active Window, if you started the Mail Merge
command after creating the form letter.
Creating the Data Source Document
Next, you need to create or specify the data source and arrange the fields that you want to be
available to your main document for the merge. To define the source data:

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