Page 184 - DCAP101_BASIC_COMPUTER_SKILLS

Unit 9: MS Word: Additional Features

Merge To Printer Print merged documents. Notes

Mail Merge Displays Merge dialog box.
Find Record Finds a record in the data source document.

Edit Data Source Edits the data source document.

9.4.5 Creating the Form Letter
In the empty main document, place two types of data: text that appears in every letter and field
codes to mark the positions where text from the data source document will be inserted.
9.4.6 Inserting Merge Field

• Place the insertion point where you want to insert field name. Choose the Insert Merge
Field button of the Mail Merge toolbar to display a list of fields in the data source
document.
• Select the desired field name to insert into the document.
• The field name is enclosed in chevrons automatically.

• Click the Insert Merge Field button again to insert each field in the document.
• Type the body of the letter, that is, the text that is common.

• After completing the main document, save it.
9.4.7 Mail Merge Error Checking
Error checking is an important step before you start printing. To check main and data source
documents for error:
• Choose Merge in the Mail Merge Helper dialog box to display the Merge dialog box or
click Mail Merge tool from the Mail Merge toolbar.
• Choose Check Errors button to display the Checking and Reporting Errors dialog box.

• Choose the second option (the default option), or one of the other options you prefer and
then choose OK. If \ford detects no errors, the Merge dialog box reappears, otherwise
it displays a message box to tell the user the nature of that error.
• Choose the New document from the Merge To list box and then click Merge button of
the Merge dialog box to create a new document that contains all your merged documents
as a single document as shown in the figure below.

In this step, you can choose Merge To New Document button of the Mail
Merge toolbar for the same.

9.4.8 Merging Specific Records
A query enables the user to specify conditions under which a record in the data source document
is included when merged. A query can be quite simple, such as asking for records for people
in one state, or more complex, such as asking for all the records that have surname “Singh”
living in “Lucknow” city. To prepare:
• Open the main document — Form Letter.

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