New Feature: Playlist Center! Pick a topic and let our playlists guide the way.

Start learning with our library of video tutorials taught by experts. Get started

Word 2010: Mail Merge in Depth
Illustration by Neil Webb

Completing the merge


From:

Word 2010: Mail Merge in Depth

with Gini Courter

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.

Watch this entire course now—plus get access to every course in the library. Each course includes high-quality videos taught by expert instructors.

Become a member
please wait ...
Word 2010: Mail Merge in Depth
1h 31m Intermediate Sep 10, 2010

Viewers: in countries Watching now:

In Word 2010: Mail Merge in Depth, author Gini Courter demonstrates how to take advantage of Word's Mail Merge feature to save a tremendous amount of time creating customized documents. The course offers tutorials on creating letters, emails, envelopes, and labels. It also shows how to use Mail Merge with Outlook and Excel, creating data sources, inserting fields, using IF and other rules for customized merges, and troubleshooting Mail Merge issues. Exercise files are included with the course.

Topics include:
  • Choosing or creating a data source
  • Using Mail Merge with Outlook contacts
  • Merging data from an Excel spreadsheet
  • Inserting address blocks and greetings
  • Matching fields from a data source
  • Previewing merge results
  • Using rules for customized merges
Subject:
Business
Software:
Word
Author:
Gini Courter

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.

There are currently no FAQs about Word 2010: Mail Merge in Depth.

 
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.
Upgrade now


Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ.

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

join now Upgrade now

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.


Mark all as unwatched Cancel

Congratulations

You have completed Word 2010: Mail Merge in Depth.

Return to your organization's learning portal to continue training, or close this page.


OK
Become a member to add this course to a playlist

Join today and get unlimited access to the entire library of video courses—and create as many playlists as you like.

Get started

Already a member?

Become a member to like this course.

Join today and get unlimited access to the entire library of video courses.

Get started

Already a member?

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

The classic layout automatically defaults to the latest Flash Player.

To choose a different player, hold the cursor over your name at the top right of any lynda.com page and choose Site preferencesfrom the dropdown menu.

Continue to classic layout Stay on new layout
Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

Are you sure you want to delete this note?

No

Thanks for signing up.

We’ll send you a confirmation email shortly.


Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from lynda.com.

Sign up and receive emails about lynda.com and our online training library:

Here’s our privacy policy with more details about how we handle your information.

   
submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.