Q141922: WD97: How to Start a Mail Merge
Article: Q141922
Product(s): Word 97 for Windows
Version(s):
Operating System(s):
Keyword(s): kbualink97 winword word97 kbmergekbfaq
Last Modified: 07-FEB-2002
-------------------------------------------------------------------------------
The information in this article applies to:
- Microsoft Word 97 for Windows
-------------------------------------------------------------------------------
SUMMARY
=======
This article describes how to start a mail merge.
The process is divided into four parts:
1. Open or create the main document.
2. Open or create the data source
3. Edit the main document.
4. Perform the merge.
MORE INFORMATION
================
STEP 1: OPEN OR CREATE THE MAIN DOCUMENT
----------------------------------------
To open or create the main document, follow these steps:
1. If you already have a document that you want to use as the main document,
open it now.
The main document can be an existing letter, a new letter based on a letter
template, or a new blank document. If you do not yet have a document to use
as the main document, you can create one in step 4.
2. Open the document in Word. On the Tools menu, click Mail Merge.
The Mail Merge Helper dialog box appears.
3. Under "1. Main Document," click Create and click Form Letters.
4. Word asks if you want to use the active window or a new document window. If
you want to use the document you opened in step 1, click Active Window. (The
active document becomes the Mail Merge main document.) If you do not have a
document yet, click New Main Document. (Word creates a new document).
Word returns to the Mail Merge Helper.
STEP 2: OPEN OR CREATE THE DATA SOURCE
--------------------------------------
The data source contains the information that can vary in each version of the
form letter. You can open an existing data source created in Word, or you can
create a new data source and fill in the addressee information.
NOTE: The data source can also be created in another program such as Microsoft
Excel, Microsoft Access, a Personal Address Book created in Exchange or
Schedule+, an ASCII text file, or any other delimited file.
In the Mail Merge Helper, under "2 Data Source," click Get Data. The options are
Create Data Source (that is, create a new data source), Open Data Source (open
an existing data source), Header Options, and Use Address Book.
Use any of the following methods.
Method 1: Typing the Names and Addresses for the First Time:
If you haven't yet typed the names and addresses, and if you want to do so in
Word, follow these steps:
1. Under "2. Data Source," click Get Data and choose Create Data Source.
2. The Create Data Source dialog box contains a list of field names commonly
used in form letters, mailing labels, and envelopes. You can rename the
fields and remove the fields you don't need. To add field names, type the
name in the Field Name box and then choose the Add Field Name button. Click
OK when you are finished.
3. When Word prompts you to save the data source, name the file and click OK.
4. When Word asks if you want to edit the data source or set up the main
document, click Edit Data Source.
5. When the Data Form dialog box appears, enter your addressee information. (If
there's no information for a particular field, leave the box blank.)
The set of information in each form makes up one data record.
After entering the information for a record, click Add New to move to the next
record. After adding all of your data, click OK.
6. Skip to "Step 3: Edit the Main Document."
Method 2: Using a Data Source That Has Already Been Created:
To open an existing data source, follow these steps:
1. In the Mail Merge Helper dialog box, click Get Data.
2. Click Open Data Source.
3. From the list of files, select the data source you want to use, and then
click OK.
If the data source is not listed in the list of files, choose the appropriate
drive and folder. Select the appropriate option in the List Files of Type
box.
4. Word determines whether you need to set up the main document and displays a
message. Click Edit Main Document.
5. Skip to "Step 3: Edit the Main Document."
Method 3: Using the Names and Addresses Stored in the Address Book:
To use the name and addresses stored in the address book, follow these steps:
1. In the Mail Merge Helper dialog box, click Get Data, and select Use Address
Book.
The Use Address Book dialog box appears with the available address books
listed under Choose Address Book.
2. Select the Address Book you want to use as your data source. Word may ask you
to confirm the data source if you have Confirm Conversions selected as an
option.
If you use an address book/contact list from Schedule+, Word prompts you to
log on to Schedule+ and provide a password if necessary.
If you use an address book from Exchange, Word asks you to log on to the
Exchange services.
Word determines whether you need to set up the main document and displays a
message.
3. Click Set Up Main Document.
4. Continue with "Step 3: Edit the Main Document."
STEP 3: EDIT THE MAIN DOCUMENT
------------------------------
Word returns to the main document. (Notice the appearance of the Mail Merge
Toolbar.) From the main document, follow these steps:
1. Type or add any text and graphics you want to include in the letter.
2. Each time you come to a place where you want to insert information from the
data source, click the Insert Merge Field button on the Mail Merge Toolbar.
Choose the appropriate merge field.
Make sure you type any spaces or punctuation you want between two merge fields
or after a merge field.
3. When you finish editing the main document, click Save or Save As on the File
menu. Name the file and click Save.
STEP 4: PERFORM THE MERGE
-------------------------
To perform the merge, follow these steps:
1. On the Tools menu, click Mail Merge.
This returns you to the Mail Merge Helper.
2. Under "3. Merge the Data with the Document," click Merge.
Word displays the Merge dialog box. (If you click Query Options instead of
Merge, you are given the option to select certain data records to include in
the merge or to sort the records in the data source.)
3. Under Merge To, select New Document to display the merged document on the
screen.
This allows you to view the document before printing it. (Select Printer to
send the merged document directly to the printer.)
4. With New Document selected in Merge To, click Merge.
5. Once the merged document appears on the screen, you can save this as a
separate document or you can send the merged document to the printer by
clicking Print on the File menu.
Online Help Topics:
For more information about mail merge, click Contents and Index on the Help menu.
Click the Index tab, and type "Mail Merge" in the search window. The applicable
topics will be listed for you to choose from. Select a topic and click Display.
Or click the Office Assistant, type "mail merge," click Search, and then click to
view the "Print or send a mail-merge document" topic.
NOTE: If the Assistant is hidden, click the Office Assistant button on the
Standard toolbar. If Word Help is not installed on your computer, please see the
following article in the Microsoft Knowledge Base:
Q120802 Office: How to Add/Remove a Single Office Program or Component
Other Related Articles:
For more information about mail merge, please see the following articles in the
Microsoft Knowledge Base:
Q141991 WD: How to Create Envelopes Using Mail Merge
Q141992 WD: How to Create Mailing Labels Using Mail Merge
Additional query words: mail merge form letter tools create helper secondary mmh 8.0 8.00
======================================================================
Keywords : kbualink97 winword word97 kbmerge kbfaq
Technology : kbWordSearch kbWord97 kbWord97Search kbZNotKeyword2
Version : :
Issue type : kbhowto
=============================================================================
THE INFORMATION PROVIDED IN THE MICROSOFT KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. MICROSOFT DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL MICROSOFT CORPORATION OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF MICROSOFT CORPORATION OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.
Copyright Microsoft Corporation 1986-2002.