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So you've created your publication. You've chosen a list of recipients to merge the publication with. Perhaps it's your Outlook contacts, like I chose, or maybe you created a new list or used another existing list. Whatever the case may be, when you're inside your publication, now it's time to add that info. So let's click in our nametag here, just inside the text box, and this is where we want the information to appear. Notice it's already formatted from the Home tab here. You can see the font, the font size, it's centered, perfect! We can do this all ahead of time or after the fact.
So we are going to do both. Right now, though, it's time to insert the codes or the fields that will represent the information. So we go back to the Mailings tab on the Ribbon, and you'll notice, in the Write & Insert Fields group here, we have a number of options. An address block is going to insert a group of fields all in one step. It's a nice time saving feature, same thing for a greeting line. But if you want to pick and choose the individual fields, you'll go back to Insert Merge Field. When you click this, you'll see a list of fields from your recipient list. If it was Outlook contacts, you can see a very long list, like I see here.
Well, we definitely want their first name, so we are going to click First, and you can see First name appears inside the text box. That's where it's going to go. If you have a hundred contacts or recipients, you are going to see a hundred different first names, and there will be copies created. But hit your Spacebar to leave a space. If you want to add the last name, go back to the Insert Merge Field and choose Last, just like that. Now if we press Enter, let's say we want to add some additional information down below, like a title, when you press Enter, you might see, because of the formatting, the handles turn red; your text box isn't big enough.
We can go down to the bottom handle. When we see the double arrow that's vertical, just drag it downwards, and if it turns white, you know you now have enough space, and in fact, you can see your flashing cursor. So let's add another field. We'll go to Insert Merge Field here, and just choose Company. Now if you wanted to format this after the fact, no problem; just click and drag over it, and choose something like a different size. We'll go to Home and then in the Font group here, let's bump it down to about 60.
So really, the name stands out, the Company is secondary, and that's exactly what we see after inserting each of these merged fields. If you are curious what that's going to look like, from the Mailings tab, you can always preview your results, and in fact, this may have already been turned on by default for you. It can be turned on, and it can be turned off. You are also going to notice you've got some Navigation buttons, and we can preview that as well, just by moving across it. Someone doesn't have a company - it won't show up. There is a few here that don't do.
If you've done previewing, you can turn that off and then go back to looking at your actual field names. So once you've got your publication, your recipient list, and the merge fields in your publication, you're ready to actually perform the merge. And there is a couple of different types of merges that can be performed, and a couple of different ways to do this. That's coming up next.
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