Microsoft Office 2003 All-in-One

Completing the Main Document and Inserting the Merge Fields

Now that you have specified the recipients for the merge, you can add text, such as the body of the letter, to the main document. The merge fields that pull information from the data source can also be inserted.

Inserting merge fields is a very straightforward process. You can insert individual merge fields for information, such as first name and last name , or you can allow Word to automatically insert several fields into the letter. For example, you can click the Address Block icon that the Mail Merge task pane provides. This inserts the merge fields for the recipient's name and the appropriate address merge fields.

Follow these steps:

1. After specifying or creating a data source (as detailed in the last section), click the Next : Write Your Letter link at the bottom of the task pane.

2. The Write Your Letter (step 4 of 6) part of the merge process appears in the Mail Merge task pane (see Figure 19.5).

   Figure 19.5. You can insert merge fields into the form letter using the icons in the task pane.

3. A good practice is to go ahead and click in the blank main document and type your letter text, such as the body of the letter. You can also add the closing of the letter or any other information.

4. You can insert the merge fields after typing the text for the letter. Place the insertion point in the main document where you want to place the first merge field. For example, to place recipients' addresses in a form letter, place the insertion point four lines above the greeting. Click the Address Block icon in the task pane. The Insert Address Block dialog box appears.

5. The Insert Address Block dialog box provides you with different formats for inserting the recipient's name and their address information. Choose one of the formats listed (see Figure 19.6).

   Figure 19.6. You can insert merge fields into the form letter using the icons in the task pane.

   Matching Fields Insertion commands such as Address Block or Greeting Line are configured to use the default field names that Word creates for its data source documents. If you created your data source in another application, such as Microsoft Access, you must specify the field names that you used for merge fields that specify information such as the recipient's name or address. Click the Match Fields button on the Address Block or Greeting Line dialog box and use the drop-down lists to select the field name that you used for fields such as Last Name, First Name, and Address. Then, click OK to return to the Address Block or Greeting Line dialog box.

6. Option buttons related to the inclusion of the country/region field in the address block are also included. Select the appropriate option button, and click OK to close the dialog box. Word inserts the Address Block code into the letter.

Now that you've inserted an Address field, move the insertion point to the position where you want to place the next set of merge fieldsfor example, the Greeting line.

To insert a Greeting line, click the Greeting Line icon on the task pane. The Greeting Line dialog box appears. Use the drop-down lists to select the format for your letter's greeting line, including the punctuation used at the end of the line, such as a comma or a colon , and to insert the appropriate merge fields, such as Last Name, that would be included on the greeting line. Then, click OK .

You can insert any other merge fields, as needed, into the document. If you want to insert individual merge fields into the letter, click the More Items icon on the task pane. The Insert Merge Field dialog box appears. Select a merge field, and then click Insert . When you have finished inserting any needed merge fields, click Close .

Finally, you might want to insert a date at the top of your form letter (the main document). Press Ctrl+Home to go to the top of the document, and then select Insert, Date and Time . Select your date format in the Date and Time dialog box, and then click OK to insert the date.

Figure 19.7 shows a main document that has been completed. Note that it contains merge fields for the address block and greeting line.

After you've finished your form letter (including the insertion of the appropriate merge fields), you are ready to complete the merge. The next section discusses the completion of the merge and the viewing of your finished form letters .