Mail Merge using Word 2007 and Excel 2007

Learn how to complete a Mail Merge using Microsoft Word 2007 and Microsoft Excel 2007

---

Closed Caption:

today we are going to learn how to do a
male nurse using both Microsoft Excel
and Microsoft work the first things you
need to know what you already want to
have done before you go through this
tutorial is to have your letter
completed and saved in Microsoft Word
and have your merge fields with headers
already saved and ready to use in
Microsoft Excel let's go ahead and take
a look at the samples that we have
prepared using those microsoft word and
microsoft excel and excel i have a very
simple five field spreadsheet for this
example
we have our first name last name company
name address city state zip an account
I've already saved the document training
sample and I put it in my my documents
folder when you hit save ads you should
be in your My Documents folder and not
you can always click on your documents
and it'll go here
cancel that you do not need to have
excel open you just want to make sure
that you are done with your fields and
all the information that you want is in
there so we will go ahead and close
excel at this time and we're going to go
to our word document again as I
mentioned earlier you're going to want
to have your word document already
completed before you start your mail
merge i find is just much simpler at
this point I've already saved my
document so if I have to come back here
if I make a mistake i have it saved at
this point and ready to go
so what you're going to do is go up to
the mailings tab this is again in
microsoft word 2007
click on the mailings tab right here
you'll see the start mail merge icon
press down on the arrow and go all the
way to the bottom to be step-by-step
mail merge wizard
this is that this most simple method a
lot easier for those of us who don't go
in here all the time and do one if
you're one of those who does it a couple
times a year i really suggest doing the
wizard right here we're going to select
letters but as you can see you can do
email messages into envelopes and labels
and a directory you'll of different
options that you can merge your
information into once you have this
selected we're going to click on next
in this example again I've already typed
my document so we're going to use the
current document that i have selected
click Next and we're going to now select
our recipient list
we're going to use an existing list and
to do this we're going to have to browse
for that existing list we also have
other options for select from Outlook
contacts which is in your address book
and outlook or you could type in your
list
it's not really long like my list in
Excel I've only got five different
contacts in there if you don't have a
lot you could do that but I'm otherwise
you're going to already have that tape
so it's browse for our contact list
it automatically comes up into the data
sources and that Microsoft Windows has
on your computer
remember in this example I am saved mine
in documents or wherever you saved yours
you're going to want to go to that now
you are gonna have to know the name of
the document
mine was named training sample
just find it
and this is the accel x LS x
I'm hit them
and it was on sheet1 I didn't have
anything on my other two three sheets
your default when you open a new Excel
document worksheet you have three sheets
so we're just going to select that one
and i'm going to make sure that the
state's checkmark because my first row
data did contain column headers that was
the first name last name company name
that way it will know that and use as my
merge fields here say in this instance I
decided that out of all of these people
and it was not going to get a letter i
could simply uncheck her name and she
would not be included in my mail merge
this one I will go ahead and leave her
checked but this is something you can do
to identify and go through your list and
make sure only the people you want to
receive your document do
click OK and now we're going to go to
next write your letter at the bottom now
this is where you're able to actually
insert your merge fields right here I've
already got the daytime gonna return at
the top here is the insert merge field
in the arrow button i'm going to click
on the arrow button
these are my headers that I had in my
document so right here i'm going to want
to have the company name first then you
see how it points in this company name
and puts my cursor sure they're i'm
going to return
going to go back up to insert merge
field first name cursor again is after
that and this space it i want to space
in between my first and last name
do a hard return come back up to my
address our return
city i want a comma in my city and a
space
state-space
zip code now in here i'm going to also
add a little bit regarding and I want
everyone to know it's regarding their
account number with my company here have
also put dear and i'm going to want to
put the first name again i already have
a space so I'm going to just put first
name then there's my that's starting my
letter so I think I have everything I
think I wanted included into my letter
here my enclosure now we're going to
preview the letter so hit next
at this point I could go through right
here is the one letter one recipient one
everything looks like it's lining up
correctly tattoo looks good
three
looks like it should four and five so
now i'm going to complete the mail merge
I just didn't complete and i want to i
always choose edit individual letters at
this point you could just hit print and
it would print to help but if you click
edit individual letters it's going to
ask you all or select exactly which
record i'm gonna hit off its going to
open up another document is going to
have printed you can see them on page
one here going to go over to the side
now on page two is the second letter h 3
is the third letter the fourth letter
the fifth letter
just go up really quick way
look down
yeah
now you've completed your first not much