Microsoft word 2003 mail merge tutorial pdf

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Change the Size of the Touch Keyboard. Reader Favorites Take Screenshot on Windows. Mount an ISO image in Windows. Boot Into Safe Mode. Where to Download Windows Legally. This is the easiest if you have Adobe Acrobat installed in your hard drive. Take note that you need the full program of Adobe Acrobat and not just the Adobe Acrobat Reader, which is free to download.

Assuming you have Adobe Acrobat in your hard drive, we can also assume the conversion program, Acrobat Distiller, has been automatically installed as well.

In this case, open the Microsoft Word document you want to convert to a pdf file. Click on 'File' at the menu on top of the document. Then click 'Print. If you have one or more printers connected to your computer, they will be listed there.

One of the options will be 'Acrobat Distiller. The conversion will then begin. After a few moments a dialogue box appears prompting you to save the document. It will have the same file name of the original Word document but with a pdf extension. You can change the file name if you want. Choose the directory where you want to save the file and then click on the 'Save' button. Once the file is converted and saved, Acrobat automatically opens with the saved file so you can look at how your Word document appears as a pdf file.

You can also do finishing touches such as encrypting the file so it can't be changed by the reader. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document.

Do not format the data in the data source, because its formatting is not retained when you merge the data into the document. To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want.

In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result.

Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:. When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.

Therefore, you can see how your first output document will look. For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters :.

February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods:. To locate and preview a specific item, click Find a recipient , and then enter the search criteria in the Find Entry dialog box. To exclude a particular recipient from the merge operation, click Exclude this recipient.

To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box. To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document.

In the Merge to New Document dialog box, select the records that you want to merge. Click OK. Word creates and opens a new merged document. Your main document also remains open, and you can switch back to it if you want to change all the documents. In Word and in earlier versions of Word, click Print on the File menu.

In the Merge to Printer dialog box, use one of the following methods, and then click OK:. To print the document that you see in the document window, click Current record. To print a range of documents, click From, and then type the record numbers in the From and To boxes. If you want to edit merged letters or to save them for later use, you can collect them into a single document.

To merge only the document that you see in the document window, click Current record. To merge a range of documents, click From, and then type the record numbers in the From and To boxes. Word opens a single new document that contains all the individual letters. You can then save the document for later use, just as you would any regular document. For more information, click the following article numbers to view the articles in the Microsoft Knowledge Base:.

Summary This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet.

When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents: The main document contains the basic text that is the same in all of the output documents. Note the following requirements for the data table: The first row should contain field names for each column -- for example, Title, Salutation, First Name, Middle Name, Last Name, Address1, and Address2.

Each field name should be unique. The table should contain no blank rows. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base: How to design and set up a mail merge address list in Word and in later versions of Word Step 2: Set Up the Main Document In Microsoft Office Word and in earlier versions of Word, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard.

Click Next: Starting document. Use one of the following methods: Start with the document that is currently shown in the document window. Start with a template. To do this, follow these steps: Click Start from a template. Click Select template. Start with an existing document. To do this, follow these steps: Click Start from existing document.

Click Next: Select recipients. Click Browse. Click Open. Step 4: Select the Recipients In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods: Use the check boxes to designate recipients.

To filter the list, follow these steps: Click the arrow next to the column heading of the element that you want to filter by. Click any of the following: Blanks : This option displays all the records in which the corresponding field is blank. Notes For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Click Next: Write your letter. Step 5: Complete the Letter and Add Merge Fields If you have not already done this, type the text that you want to appear in every form letter in the main document.

Insert Merge Fields Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps: In the main document, click where you want to insert the field.

Insert any of the following: Address block with name, address, and other information: Click Address block. Greeting line: Click Greeting line. Other fields of information: Click More items. Use one of the following methods: Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.

In the Fields box, click the field that you want. Click Insert, and then click Close. To use electronic postage, follow these steps: Click Electronic postage.