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Creating a Data Source

From: Word 2007 Essential Training

Video: Creating a Data Source

If you're using Microsoft Outlook and you keep track of all your contacts in the Contacts section, you already have a data source that could be used in a mail merge. If you own a business, let's say, and you keep track of all your customers in an Excel spreadsheet, you have a data source too. Well in this lesson we'll look at creating a separate data source by using a table in Microsoft Word. If you're going to use Word to create your recipient list or what we call our data source, that document must contain a single table only with the first row containing the labels for your fields.

Creating a Data Source

If you're using Microsoft Outlook and you keep track of all your contacts in the Contacts section, you already have a data source that could be used in a mail merge. If you own a business, let's say, and you keep track of all your customers in an Excel spreadsheet, you have a data source too. Well in this lesson we'll look at creating a separate data source by using a table in Microsoft Word. If you're going to use Word to create your recipient list or what we call our data source, that document must contain a single table only with the first row containing the labels for your fields.

So let's make one now. Of course we'll need a new blank document so click the Office button and then New. Make sure Blank Document is selected before you click Create. Now we need our table, so go up to the Insert tab, right below that, Table, give it a click and we're going to need six different fields so we'll want six columns, and we only need one row and as we start adding our recipients we'll build on the number of rows. So 6 x 1 is all you need, give it a click and we're ready to start typing in our labels.

So remember the first row has to be the labels and it's going to kind of give us an idea what goes in underneath those labels, such as people's names, their addresses and so on. So let's put our first label in here as the first name. I'll hit the Tab key on the keyboard to move from one field to the next. This one will be last name. Then we'll put in address, then we'll put in city and we'll put in state and the last one will be zip.

So by a separating these fields into a six different fields instead of one address field that has the address line, city, state and zip all together, we can use these the separate pieces in our document if we need to. Right now when we hit our tab key, you can see we get our new row and it's time to put in in the actual people's information. I'll type in John, put in Goodman, to give him an address 23 Ottawa Place and the city we'll be Tamarack and let's make that in California and call it 92432.

When I hit tab, we'll enter one more contact here. It doesn't really matter who you put in here so long as we have some information. Don't worry about formatting of the table if things don't fit, that's all right, and we'll just put in a make believe zip code here as well. OK, so we've got our data in here. We could continue entering more contacts if we need them, but let's just save this.

Now we want to hit the Save button up here on our Quick Access toolbar, and we need to give it a name so make sure you're looking at the lesson 13 folder here. And we're going to call it, Contacts is already taken, we're going to be using them a little bit later. So let's do Contacts13.docx or if you want, just let Word put that in for you, so long as the Save As Type field says Word document.

So hit the Save button, and we've now got our contacts. So let's see how this would work if we wanted to use it. We'll start a new blank document again. We'll go up to the Office button, click New and make sure Blank Document is selected before clicking Create. So here in our new blank document, we'll go up to Mailings and we'll go over to Start Mail Merge. And we're going to do a letter, so right here at the top, click Letters. All right, because we started the mail merge, what we create now is going to be our letter or active document.

This is also known as the main document. So all we need to do is select our recipients and we're going to do that by clicking the Select Recipients button here. We're in a use an existing list, the one we just created, we going to go find that in the lesson 13 folder so you need to navigate to your exercise files and get to the lesson 13 folder. OK. So there's Contacts13 the one I just created. And I click Open, and now it's selected and a new button has become available, which is to edit the recipient list.

Now the only way to know if this is going to work is to actually write a letter and merge it or to edit the recipient list. So let's see if we can edit our recipient list. We click this button, sure enough, there's the two people we just entered in that Contacts table that we created a moment ago in Microsoft Word. So we'll just click OK. So whether you use the wizard like we did in the last lesson or go through the steps yourself, you can select a recipient list you created in Word or any other list for that matter and keep in mind, you can have several of these list to choose from.

So you may have one list of personal friends, one could be customers, another family and you get the picture. So next we'll look a using these lists to create labels or print envelopes.

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This video is part of

Image for Word 2007 Essential Training
Word 2007 Essential Training

85 video lessons · 46018 viewers

David Rivers
Author

 
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  1. 40s
    1. Welcome
      40s
  2. 28m 24s
    1. Getting started with Word
      1m 21s
    2. Understanding the interface
      9m 23s
    3. Navigating the interface
      11m 24s
    4. Navigating documents
      6m 16s
  3. 18m 39s
    1. Creating new documents
      5m 25s
    2. Importing documents
      4m 35s
    3. Saving documents
      5m 41s
    4. Sending documents
      2m 58s
  4. 12m 35s
    1. Using Print Preview
      2m 45s
    2. Using Quick Print
      2m 31s
    3. Setting print options and printing
      7m 19s
  5. 23m 29s
    1. Selecting text
      3m 45s
    2. Formatting text
      5m 2s
    3. Using Find and Replace
      3m 35s
    4. Undo, Redo, and Repeat
      3m 26s
    5. Copying, pasting, and moving text
      4m 37s
    6. Showing formatting
      3m 4s
  6. 20m 30s
    1. Using indents
      3m 52s
    2. Setting justification
      3m 19s
    3. Changing line spacing
      4m 11s
    4. Setting tabs
      6m 10s
    5. Using the Highlighter
      2m 58s
  7. 38m 26s
    1. Changing margins
      5m 54s
    2. Changing orientation
      2m 29s
    3. Page numbering
      5m 41s
    4. Choosing paper size and source
      3m 59s
    5. Headers and footers
      7m 23s
    6. Applying a Page Background
      7m 56s
    7. Using Watermarks
      5m 4s
  8. 20m 10s
    1. Checking spelling and grammar
      4m 54s
    2. Finding synonyms
      3m 37s
    3. Looking up words and translations
      4m 55s
    4. Setting document proofing options
      6m 44s
  9. 23m 19s
    1. Modifying Environment settings
      7m 46s
    2. Modifying Display and Document settings
      6m 47s
    3. Modifying toolbars and keyboards
      8m 46s
  10. 15m 7s
    1. Creating a bulleted list
      7m 27s
    2. Creating a numbered list
      3m 36s
    3. Editing a list
      4m 4s
  11. 55m 28s
    1. Creating tables from scratch
      5m 29s
    2. Creating tables from text
      3m 25s
    3. Inserting an Excel spreadsheet
      5m 3s
    4. Modifying tables
      7m 44s
    5. Formatting tables
      7m 32s
    6. Making calculations in a table
      4m 13s
    7. Creating charts
      5m 44s
    8. Modifying chart data
      2m 8s
    9. Modifying chart appearance
      12m 29s
    10. Creating text from a table
      1m 41s
  12. 10m 18s
    1. Using Styles
      3m 3s
    2. Creating Styles
      3m 38s
    3. Editing and deleting Styles
      3m 37s
  13. 9m 21s
    1. Creating and using Building Blocks
      4m 27s
    2. Editing and organizing Building Blocks
      4m 54s
  14. 26m 23s
    1. Creating a Mail Merge
      13m 27s
    2. Creating a Data Source
      5m 21s
    3. Merging to create envelopes and labels
      7m 35s
  15. 8m 58s
    1. Sorting text
      4m 15s
    2. Sorting numbers
      2m 11s
    3. Sorting in tables
      2m 32s
  16. 10m 36s
    1. Creating Macros
      5m 40s
    2. Playing a Macro
      1m 46s
    3. Editing a Macro
      3m 10s
  17. 10m 13s
    1. Working with Newspaper Columns
      5m 31s
    2. Working with Parallel Columns
      4m 42s
  18. 24m 13s
    1. Working with Pictures and Clip Art
      10m 23s
    2. Working with Shapes
      5m 10s
    3. Working with SmartArt
      8m 40s
  19. 40m 40s
    1. Tracking changes
      7m 40s
    2. Reviewing changes
      3m 42s
    3. Sending and faxing documents
      3m 39s
    4. Password-protecting documents
      3m 4s
    5. Linking and embedding
      10m 7s
    6. Inspecting a document
      2m 43s
    7. Encrypting a document
      2m 45s
    8. Adding a digital signature
      7m 0s
  20. 30m 12s
    1. Creating cross-references
      3m 41s
    2. Creating a table of contents
      4m 8s
    3. Creating an index
      4m 43s
    4. Creating footnotes and endnotes
      7m 17s
    5. Using hyperlinks
      4m 24s
    6. Using bookmarks
      3m 26s
    7. Using a document map or thumbnails
      2m 33s
  21. 29s
    1. Goodbye
      29s

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