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Completing the merge

From: Word 2010: Mail Merge in Depth

Video: Completing the merge

We have our mail merge primary file open. We've already auto-checked for errors in the Preview Results Group. Now we are ready to finish our merge, and combine our letter with the records from the data source to create personalized letters. There are two options for merging letters - three options in total. Send Email Messages, we will talk about in later video. So we are going to focus on these first two items. The first is to edit individual documents, and the second is to print documents. Here's how to think of these. The first really says, merge to a file that I can then examine and print.

Completing the merge

We have our mail merge primary file open. We've already auto-checked for errors in the Preview Results Group. Now we are ready to finish our merge, and combine our letter with the records from the data source to create personalized letters. There are two options for merging letters - three options in total. Send Email Messages, we will talk about in later video. So we are going to focus on these first two items. The first is to edit individual documents, and the second is to print documents. Here's how to think of these. The first really says, merge to a file that I can then examine and print.

And the second says, merge right to the printer. If you need to keep a copy of your merged file, for example proof that you generated all the letters, then you need to choose Edit Individual Documents, because Print Documents leaves you with no proof. If you choose Edit Individual Documents, Word will complete the merge and create one large file that contains all your letters. So let's choose that and say merge all records, and if we watch down here on the Status bar, you will notice Word ripping along, merging each of those individual records in, so that we have one long document that actually is 79 pages long.

All the different letters. And we can look at each of them, but more importantly, we can choose to print some of them. We can print 1 through 9. We can print letters 5, 7, and 22 if you wish. So you have the choice over exactly what prints, and you have a file that you can save when you're done. So I could save this as Letter Sent August 24th to vendor applicants. I am going to close this and throw it away. The other choice is to say, I'd like to send this right to the printer. Now, if you don't need to keep a copy of this document, that works fine.

But as soon as you choose Print Documents and set your settings in the Merge to Printer and click OK, Word starts kicking stuff to your printer. So if you need to have letterhead put in your printer, do it now - not after you click OK. However you need to have your printer set up, you need to do it right now, then come back, then click OK, because when you start, these will automatically merge directly to your printer. You note that there's nothing new here to save. So just head for the printer and pick up your letters. You know, the Merge itself is sort of anti-climactic. You know, a couple of clicks, and Word does the heavy- lifting required to generate the letters that you have created, using Word in a data source and making all of those other choices.

But when you do get to merge it, it's pretty cool, because you get to go pick up your product and distribute it however you need to. Here's the good news. Your letter is done, and in the future, if you want to reuse this letter again, the only thing you need to do is merge once again, in Word 2010.

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Word 2010: Mail Merge in Depth

23 video lessons · 11536 viewers

Gini Courter
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