Slide toàn tập microsoft word 2013 ch16

© Paradigm Publishing, Inc Objectives Objectives Chapter 16: Merging Documents Performance Objectives  Complete a Merge  Merge Labels  Create a Data Source File  Merge Directories  Create a Main Document  Edit a Data Source File  Preview a Merge  Insert Additional Fields  Check for Errors  Merge with Other Data Sources  Merge Documents  Use the Mail Merge Wizard  Merge Envelopes  CHECKPOINT  CHECKPOINT © Paradigm Publishing, Inc Objectives Objectives Complete a Merge  A merge generally requires two files: a main document and a data source file  The main document contains the standard text and/or fields that identify where variable information will be inserted during the merge  The data source file contains the variable information that will be inserted into the main document © Paradigm Publishing, Inc Objectives Objectives Complete a Merge - continued MAILINGS tab © Paradigm Publishing, Inc Objectives Objectives Create a Data Source File  Before you create the main document, determine what type of correspondence you will be creating and the type of information you will need to insert in it  Word provides predetermined field names in a data source for this purpose Use these field names if they represent the data you are creating  Variable information in a data source file is saved as a record  A record is a series of fields and each record contains all of the information for one unit (for example, a person, family, customer, client, or business)  A data source file is a series of records © Paradigm Publishing, Inc Objectives Objectives Create a Data Source File - continued To create a data source file: Click the MAILINGS tab Click the Select Recipients button in the Start Mail Select Recipients button Merge group Click the Type a New List option at the drop-down list Type the data in the predesigned or custom fields Click OK © Paradigm Publishing, Inc Objectives Objectives Create a Main Document To create a main document: Click the MAILINGS tab Click the Start Mail Merge button in the Start Mail Merge button Start Mail Merge group Click the desired document type at the drop-down list Type the main document text and insert fields as needed © Paradigm Publishing, Inc Objectives Objectives Create a Main Document - continued To insert address fields: Click the MAILINGS tab Click the Address Block button in the Write & Insert Fields group At the Insert Address Block dialog box, click the OK button © Paradigm Publishing, Inc Address Block button Objectives Objectives Create a Main Document - continued To insert greeting line fields: Click the MAILINGS tab Click the Greeting Line button in the Write & Insert Fields group At the Insert Greeting Line dialog box, make the desired changes Insert Greeting Line dialog Click OK box © Paradigm Publishing, Inc Objectives Objectives Create a Main Document - continued To insert a field: Click the MAILINGS tab Click the Insert Merge Field button arrow in the Write & Insert Fields group Click the desired field at the drop-down list Insert Merge Field button arrow © Paradigm Publishing, Inc 10 Objectives Objectives Merge Labels - continued Choose the desired Click this down-pointing label product number from this list arrow to display a list of box available label vendors © Paradigm Publishing, Inc 23 Objectives Objectives Merge Labels - continued To update all labels: Click the MAILINGS tab Click the Update Labels button in the Write & Insert Fields group Update Labels button © Paradigm Publishing, Inc 24 Objectives Objectives Merge Directories  When merging letters, envelopes, or mailing labels, a new form is created for each record  For example, if the data source file merged with a letter contains eight records, eight letters are created  If the data source file merged with a mailing label contains 20 records, 20 labels are created  In some situations, you may want merged information to remain on the same page © Paradigm Publishing, Inc 25 Objectives Objectives Merge Directories - continued To merge a directory: Click the MAILINGS tab Click the Start Mail Merge button in the Start Mail Merge group Click the Directory option at the drop-down list Directory option © Paradigm Publishing, Inc 26 Objectives Objectives Edit a Data Source File To edit a data source file: Open the main document Click the MAILINGS tab Click the Edit Recipient List button At the Mail Merge Recipients dialog box, click the data source file name in the Data Source list box Click the Edit button Make the desired changes in the Edit Data Source dialog box Click OK to return to the Mail Merge Recipients dialog box Edit button © Paradigm Publishing, Inc 27 Objectives Objectives Edit a Data Source File - continued Edit the fields in the records in the data source file at this dialog box © Paradigm Publishing, Inc 28 Objectives Objectives Insert Additional Fields  Word’s Merge feature contains a large number of fields that you can insert in a main document  One such field, the Fill-in field, is used to input information with the keyboard during a merge  In some situations, you may not need to keep all variable information in a data source file  Insert a Fill-in field in a main document to input variable information into a document during the merge using the keyboard © Paradigm Publishing, Inc 29 Objectives Objectives Insert Additional Fields - continued To insert a Fill-in field in the main document: Click the MAILINGS tab Click the Rules button in the Write & Insert Fields Fill-in option group Click the Fill-in option at the drop-down list Type the prompt text Click OK Type the text to be displayed in the document Click OK © Paradigm Publishing, Inc 30 Objectives Objectives Insert Additional Fields - continued To insert a record number in each merged document: Click the MAILINGS tab Click the Rules button in the Write & Insert Fields group Click the Merge Record # option at the drop-down list Merge Record # option © Paradigm Publishing, Inc 31 Objectives Objectives Insert Additional Fields - continued To use an If…Then…Else… field: Click the MAILINGS tab Click the Rules button in the Write & Insert Fields group Click the If…Then…Else… option at the drop-down list Specify the options in the Insert Word Field: IF dialog box If…Then…Else… option Click OK © Paradigm Publishing, Inc 32 Objectives Objectives Insert Additional Fields - continued  Specify the field you want Word to compare with the Field name option  The drop-down list displays all of the fields you specified when creating the data source  Use the Comparison option to identify how you want Word to compare values By default, Equal to displays in the Comparison option box  Click the down-pointing arrow at the right of the option box and a drop-down list displays with a variety of value options, such as Not equal to, Less than, Greater than, and so on © Paradigm Publishing, Inc 33 Objectives Objectives Merge with Other Data Sources  Word saves a data source as an Access database with the mdb file extension (In Access 2013, a database file is saved with the accdb file extension.)  You can also merge a main document with other data sources, such as a Word document containing data in a table, an Excel worksheet, an Access database table, and an Outlook contacts list  If you use Outlook to send emails, you can use an Outlook contact list as a data source © Paradigm Publishing, Inc 34 Objectives Objectives Use the Mail Merge Wizard To access the Mail Merge wizard: Click the MAILINGS tab Click the Start Mail Merge button in the Start Mail Merge group Click the Step-by-Step Mail Merge Wizard option at the drop-down list Step-by-Step Mail Merge Wizard option © Paradigm Publishing, Inc 35 Objectives Objectives Use the Mail Merge Wizard - continued To use the Mail Merge wizard: Select the type of document you want to create Click the Next: Starting document hyperlink Click the Next: Select recipients hyperlink Select the recipients Click the Next: Write your letter hyperlink Write your main document Click the Next: Preview your letters hyperlink Preview your documents Click the Next: Complete the merge hyperlink Complete the merge by sending the merged document to the printer or edit the merged document Step task pane © Paradigm Publishing, Inc 36 Objectives Objectives CHECKPOINT 1) Select Select this this type type of of main main document document when when you you want want to to 3) A A Fill-in Fill-in field field is is inserted inserted in in aa main main document document by by clicking clicking this this create create aa list list button button a b c d a b c d letter letter label label envelope envelope directory directory Answer Insert Insert Merge Merge Field Field Rules Rules Edit Edit Recipient Recipient List List Find Find Recipient Recipient Next Next Question Question 2) If If you you do not not want want aa specific specific record record included included in in aa merge, merge, Next Next Question Question 4) The The Mail Mail Merge Merge wizard wizard guides guides you you through through the the merge merge remove remove this this in in the the Mail Mail Merge Merge Recipients Recipients dialog dialog box box process process in in how how many many steps steps a b c d a b c d © Paradigm Publishing, Inc Answer arrow arrow check check mark mark dash dash circle circle 2 4 6 8 Answer Answer Next Next Question Question Next Next Slide Slide 37 Objectives Objectives ... Replace Find Find Recipients Recipients Answer Answer Next Next Question Question Next Next Slide Slide 21 Objectives Objectives Merge Labels To merge labels: Click the MAILINGS tab Click the... correspondence you will be creating and the type of information you will need to insert in it  Word provides predetermined field names in a data source for this purpose Use these field names... this dialog box © Paradigm Publishing, Inc 28 Objectives Objectives Insert Additional Fields  Word s Merge feature contains a large number of fields that you can insert in a main document 