Microsoft Word Version 2002 Inside Out (Inside Out (Microsoft))
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The new mail merge features in Word 2002 make it easier than ever for you to create and modify merge documents. You can easily create the documents you want and attach the data sources you want to use. After that, printing or e-mailing is easy. The new features mail merge offers include these:
- The new Mail Merge makes all the mail merge tools available in a dockable toolbar you can place alongside your work area. This makes it easy for you to add, move to, highlight, and modify merge fields. You display the Mail Merge toolbar by choosing View, Toolbars, Mail Merge. Table 35-1 provides descriptions of each of the buttons on the Mail Merge toolbar.
- The Mail Merge Wizard appears in the task pane on the right side of the work area and leads you through all the steps in creating personalized letters, e-mail messages, envelopes, labels, and directories. You can begin by creating your own document, using an existing one, or starting with a Word template.
- Additionally, the Mail Merge Wizard gives you the ability to choose from a variety of data sources, including an existing data list, a prepared database, a Word data source you create yourself, or your Outlook Contacts list.
- In Word 2002, address lists, which were formerly called catalogs, are now known as directories. You can create a directory to make a list of all data items included in the data source file you select. This means, for example, that instead of paging one by one through all the form letters you intend to send, you can create a listing of all recipients to save along with your mailing.
Table 35-1. Mail Merge Tools
| Button | Name | Description |
|---|---|---|
| Main Document setup | Enables you to choose the type of merge document you want to create |
| Open Data Source | Displays the Select Data Source dialog box so that you can choose your source file |
| Mail Merge Recipients | Displays the Mail Merge Recipients dialog box, enabling you to select and deselect recipients in your list |
| Insert Address Block | Displays the Insert Address Block dialog box so that you can choose the data and the format you want used for address data |
| Insert Greeting Line | Displays the Greeting Line dialog box so that you can choose the greeting content and format |
| Insert Merge Fields | Shows the Insert Merge Field dialog box so that you can choose and insert the merge fields you want to use |
| Insert Word Field | Displays a drop-down menu so that you can choose Word data fields for inclusion in the form document |
| Show Fields/Values | After you run the merge, you can view the contents of the merge by clicking Show Values. To toggle the display to show fields, click Show Fields. |
| Highlight Merge Fields | Highlights the merged fields in the selected document |
| Match Fields | Enables you to match the fields in the mail merge operation to the fields in your database |
| Propagate Labels | Changes the direction of the labels in the merge operation |
| First Record | Displays the first merged record |
| Previous Record | Displays the previous merge record |
| Go To Record | Allows you to move to a specific merged record |
| Next Record | Moves to the next merged record |
| Last Record | Displays the last merged record in the file |
| Find Entry | Enables you to locate a specific entry |
| Error Check Merge | Lets you test the merge for errors before you run the merge operation |
| Merge To Document | Merges the source and document file and places the results in the document |
| Merge To Printer | Merges the source and document file and sends the results to the printer |
| Merge To E-mail | Merges the source and document file and sends the results via e-mail |
| Merge To Fax | Merges the source and document file and sends the results via fax |