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If you have a selected list of people you want to share a publication with and have their information in the publication, such as the nametag we are going to work with in this lesson, the best option is to use the mail merge functionality that's also available here in Publisher. You may have used it in other applications, like Microsoft Word, for example. Well, all we are going to do is click the Mailings tab on the Ribbon, and with our publication all ready to go, all we need to do is insert that information. Instead of creating copies and copies of this nametag and typing in the information, we're going to merge it with a list of people we already have their information for.
So from the Mailings tab on the Ribbon, you'll see here, in the Start group, we can do a mail merge, an e-mail merge, if we want to send this via e-mail, and we can select our recipients. When we do this, let's click this button, we have the option now to type a brand-new list - so just to enter all of the information. It's kind of like entering it into a database that we can then merge with our single publication here to create copies. Or if you already have a list, you can do that. Use Existing List let's use things like an Access Database. It could be an Excel Spreadsheet or just a text file.
Another option is to select your Outlook Contacts. So if you use Microsoft Outlook, and you've entered a number of contacts, perfect. They are already there, you've got their information - why not borrow it for your publication? So let's go there. And when you do this, you can see the Profile Name that you're going to be using by default - probably Outlook. You may have your own Profile Name, or you can create a new one, just click OK. And if you're prompted to log in, just click Cancel. You don't need to be logged into Outlook to select your contacts. You're going to see a list of folders that you can import from.
I am going to go to the one, the big one here, for Contacts, there is 12 in there, and click OK. Now as soon as I do that, my publication is now linked to that list of recipients. So you will notice all of the other buttons now in the Write & Insert Fields group, at least many of them that become selectable, and there is some other ones along the way. And if at anytime I need to edit the recipients, I can go to the Edit Recipients List button, which will show me a list of my various recipients. And if I didn't want to include any of them, it's just a matter of deselecting them from their check box and clicking OK.
Now it's just a matter of getting their information on to the publication itself, and that's coming up.
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