Page 183 - DCAP101_BASIC_COMPUTER_SKILLS

Basic Computer Skills

Notes • Choose the Get Data button from the Mail Merge Helper dialog box, to display the list
box given below.
• If you already have a data source that you want to use, select Open Data Source. If you
want to create the data source, select Create Data Source to display the Create Data
Source dialog box.

It offers a list of commonly used field names. Select the predefined field names, change or
delete some of the field names, or add other field names.

• Choose OK button of Create Data Source dialog box, a Save As dialog box appears.
Word saves the empty data source document and displays the dialog box shown below.

• Choose Edit Data Source to display the Data Form dialog box.
• In Data Form box, enter the details of records in the text boxes provided in front of the
field names.
• Press Tab or Return key to move to the next field.
• To add a new record, select the Add New button.

• To delete a record, display the record then choose the Delete button.
• The Restore button brings the entries to their previous state.
• To search for any word or part of a word in any field, select the Find button. Type the
text you want to search in the Find what text box, also specify in which field this text
will be found. Then click the Find First button.

• Click OK to close Data Source and save the changes (to save data just entered).
Mail Merger Helper dialog box reappears where you can work on the form letter’s main
document. Click on Edit button under Main document heading.
• A Mail Merge toolbar appears at the top of the screen (Main document).
9.4.4 Functions of the Mail Merge Toolbar Buttons

Name Function
Insert Merge Field Inserts a merge field into the main document.

Insert Word Field Inserts a Word field into the main document.
View Merged Data Toggles between viewing merge fields and merged data.

First Record To go to the first record in a data source document.
Previous Record To go to the previous record in the data source document.

Go to Record To go to specific record in the data source document.
Next Record To go to the next record in a data source document.

Last Record To go to the last record in a data source document.
Mail Merge Helper Displays the Mail Merge Helper dialog box.

Check For Errors Check for errors in the merged document.
Merge To New Displays merged document on-screen.

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