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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.
Almost any mail merge will work better if you use IF fields to add some logic. Actually, let me say that another way. If you know how to use IF, you'll be able to create mail merges that you wouldn't have imagined you could create. With IF, you can direct Word to examine the data for the record being merged, then take a specific action based on the value in the record. For example, if your data source contains address information, you could send one paragraph to recipients in California and a different paragraph, or no paragraph at all, to recipients in another state.
At its simplest, an IF field works like this: if a condition is met, display one result; otherwise display another. That's what we want to do here. We have a paragraph that we'd actually like to direct only to folks who are outside of California, the folks who will be coming from out of state for our meeting. Now, we could type it in the letter. We could say, if you're from out of state, then we want to make it even easier. But it's kind of cool not to even show that information to folks unless they need it. So, I'm going to select this text, and let's turn off the highlighting that let you identify it, and now let's cut it, because we're going to use it again in a minute.
So, I am going to cut it to the clipboard, add a space right here where I am going to want to insert my IF field, and then, this is incredibly easy. Let's go to Mailings > Rules > IF...Then. ..Else, and we're going to say, IF the Business State Not equal to California. Now, it helps to know how your information is in your data source. IF it's CA, just the state abbreviation, I would only put CA here, but it's actually California, spelled out, in our data source.
A clue for that would be just to take a look here, by moving my dialog box, and notice in this letter where I am previewing the results, that the state names are spelled out. So, it says, IF the state name is not equal to California, then, and I'm going to hit Ctrl+V to paste my text. We want to make it even easier for out- of-state team members to participate: Jeff Jones is handling your housing and transportation, and will contact you directly. Otherwise, insert this text. Well, I don't have any text for the folks who are in California, nothing that fits here. I could say, aren't you lucky to live in California, but there's no point in doing that in this letter.
So, I now have an IF, and there is no Then, so I am going to say OK, and IF I hold Alt+F9, I can see my field code, and you'll notice that we have an IF field right here now. It looks kind of small, and it actually is. This font is smaller than the font around it. We'll take care of that in the minute. Let's go ahead to Finish & Merge and Edit Individual letters, so we can see the results of our merge. We don't have to do all of them, but we might as well, and I am going to click OK, and we'll be prompted.
Now, in the last few videos, we've added a lot of controls, a lot of fields, to our merge letter. So first we are asked, where is our meeting going to be, and we are going to meet in Tahiti, and click OK. The mailing date will be August 25 for our invitation, the meeting date is September 22, and we'll be asked the roles of different persons, and we'll just make them all Observers as we go along, because that's not what we are focused on here. What we are focused on is that when we get to someone in California, they won't have that extra sentence.
However, when we scroll down, for example, and look at Tyrone who's coming from New York, there is that: We want to make it even easier for out -of-town team members to participate. IF you're in California, we are not going to see that sentence. Keisha doesn't see it. However, Peter does, because he's coming from Phoenix. Now, I told you that the font was a little smaller. We are going to take care of that in the primary merge letters. Let's go ahead and close the results of this merge. We don't need them, and here, where we can see the text, we can actually go in and format it.
So, if I click on the Home tab of the Ribbon, you'll note that we are using a Calibri 12 pretty consistently throughout our letter. So, let's just select this text and make sure that it also is a Calibri 12, and that will take care of the issue. IF is a very powerful function. You can use it as many times as you wish, within a letter, to be able to make a distinction between one set of data and another, based on a value that's read from the data source at the time of the merge. Once you've mastered IF, you'll find more reasons to use mail merge, and far fewer reasons to type individual letters to groups of people.
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