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Inserting merge fields

From: Publisher 2010 Essential Training

Video: Inserting merge fields

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.

Inserting merge fields

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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This video is part of

Image for Publisher 2010 Essential Training
Publisher 2010 Essential Training

60 video lessons · 14735 viewers

David Rivers
Author

 
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  1. 5m 35s
    1. Welcome
      1m 31s
    2. Exploring the possibilities with Publisher
      3m 14s
    3. Using the exercise files
      50s
  2. 41m 12s
    1. Understanding the interface
      6m 54s
    2. Creating a new publication
      3m 30s
    3. Editing your business information
      4m 40s
    4. Considerations when saving publications
      4m 0s
    5. Adjusting page and print setup options
      4m 48s
    6. Zooming and panning a publication
      4m 45s
    7. Inserting pages and navigating them
      8m 25s
    8. Using Undo and Redo
      4m 10s
  3. 41m 2s
    1. Adding and modifying text in a frame
      5m 30s
    2. Creating bulleted and numbered lists
      6m 57s
    3. Setting line spacing
      2m 29s
    4. Using AutoFit and linked text
      3m 46s
    5. Using fine typography options
      4m 40s
    6. Using Find and Replace
      4m 11s
    7. Using AutoCorrect
      4m 48s
    8. Using proofing tools
      6m 32s
    9. Translating text
      2m 9s
  4. 14m 17s
    1. Using the scratch area
      2m 53s
    2. Drawing and inserting shapes
      6m 2s
    3. Manipulating objects
      2m 49s
    4. Deleting objects and frames
      2m 33s
  5. 22m 4s
    1. Inserting pictures
      1m 52s
    2. Using picture frames
      2m 30s
    3. Adjusting picture appearance
      3m 29s
    4. Manipulating pictures
      4m 48s
    5. Adding captions to pictures
      2m 40s
    6. Inserting clip art
      3m 31s
    7. Using WordArt
      3m 14s
  6. 12m 45s
    1. Changing fill and line attributes
      4m 46s
    2. Layering objects
      2m 22s
    3. Selecting and grouping multiple objects
      2m 30s
    4. Aligning and distributing objects
      3m 7s
  7. 15m 34s
    1. Inserting tables and choosing preset formats
      4m 17s
    2. Changing cell formatting and layout
      3m 46s
    3. Adjusting rows and columns
      3m 18s
    4. Working with text in tables
      4m 13s
  8. 27m 41s
    1. Creating and applying master pages
      4m 49s
    2. Changing the page background
      3m 25s
    3. Using templates
      3m 54s
    4. Saving design changes to a template
      3m 19s
    5. Using the Design Checker
      3m 3s
    6. Using building blocks
      4m 19s
    7. Adding headers, footers, and page numbering
      4m 52s
  9. 13m 20s
    1. Creating a publication for the web
      1m 43s
    2. Inserting hyperlinks
      4m 23s
    3. Inserting bookmarks
      3m 48s
    4. Running web site checks
      3m 26s
  10. 12m 5s
    1. Creating a recipient list
      2m 29s
    2. Inserting merge fields
      3m 5s
    3. Performing a mail merge
      2m 13s
    4. Performing an email merge
      4m 18s
  11. 14m 34s
    1. Previewing and printing your publication
      4m 0s
    2. Setting commercial print options
      3m 3s
    3. Saving your publication for a commercial printer
      2m 35s
    4. Saving your publication for another computer
      2m 6s
    5. Saving your publication to other formats
      2m 50s
  12. 22s
    1. Goodbye
      22s

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