Send your publication with mail merge

- [Instructor] One scenario where you might want to print out your publication is to address it and send it to recipients in the mail. Certain publications, like our HP brochure, are ideal for that scenario. HP brochure 07 final if you're skipping to this movie or catching up. Here on page one, in the center panel, is a placeholder for adding names and addresses of people that we want to address this to. Go ahead and click the border, then select view, and from the zoom group, choose selected objects to zoom in to see that we can type an address here. Or we can use Mail Merge to automatically address this based on the recipients we choose or create, that's what we're going to do. We'll access those options from the mailings tab, click that to open up the mailings ribbon where, over here on the left-hand side, you can see Mail Merge is the first button. Click that dropdown and you'll see Mail Merge if you want to tackle it yourself. Or, I like this one, if it's your first time especially, step-by-step Mail Merge Wizard, it's going to tell you exactly what you need to do to merge a recipient list with this publication to send it out in the mail. Go ahead and click step-by-step. Now it's going to open up a Mail Merge pane over here on the right-hand side with the three steps, choosing your recipients, merging the fields with your publication, and then choosing what to do after they're merged, like printing it out, for example. Down below you can see the first step to create a recipient list could be using an existing list, file, or database, you can access your Outlook contacts from here, or type out a brand new list if you wanted to using this option. You'll type in names and addresses before you actually choose the fields to be placed on your publication and then merged. Let's go to next, I'm using Outlook contacts. You can do the same or type a new list. When I click next to create or connect to a recipient list, I get to choose which contacts group I'm going to use, I'm going to use this one with my fake Hotmail account here, and click okay. That gives me an opportunity now to pick and choose the ones that I want to use. Now I don't want to send this out to Boardroom A, I'm going to deselect that contact. I don't even need to send it out to myself. You can see there's one for Sales up here in my contacts, I'm not going to send it to a general account like Sales, but the others do have individual names and addresses, those are the ones that I want to send this out to, so with them selected, I'll click okay, and that's step one. Now, I need to prepare my publication with the fields I want appearing here in this placeholder. So, clicking selects all of the text because it is placeholder text. Now I go over here to the Mail Merge pane to select the fields that need to appear in here, like the person's first name. I'll hit the spacebar on the keyboard to leave a space before selecting last for their last name. Now I need to go to the next line. Pressing Enter or Return on the keyboard takes my cursor to the next line, where I'll scroll down the list, I'm going to skip over their title and company and instead go right to the address line, that's their street address. And I'll press Enter on the keyboard to go to the next line, and add the city. Now I'll add a comma and a space, and scroll down a little bit further to add the state. I'll hit the spacebar to leave a space before selecting zip or postal code. And if I wanted to, I could go to the next line and add their country or region. There we go. Now I have five recipients selected, and down below you can see now I'm ready to move onto the next step, which is create the merged publication. Clicking this gives me some options. I can go right to printing them out, I could preview, that would be a better option, or how about this, merge to a brand new publication. Instead of adding extra copies down below here, my first two pages, I can add or create a brand new publication that will be what I print out, keeping my original as is. So I prefer that than adding to the existing publication. Let's go with merge to new publication. I'm going to get eight new pages because I have four contacts that are being created here. And as you can see, the first one, looks like Claire Lucille, I can zoom in if I want, I'm going to go to around 100%, to see that that's Claire Lucille, yep. If I go to page three, the next page one, that's another contact, Mark LaCee. And I can scroll down the list, viewing that I have multiple copies of my publication ready to be printed now. You can see there's even a print link here, if I wanted to do that, from the Mail Merge pane. Or simply close this up and print from the file tab up here on the ribbon. Once they're printed -- I'm going to hit the back button and not print quite yet -- I can then fold these up, add the stamp, and pop them right in the mail thanks to the Mail Merge function built into Publisher.