Slide 2 - Title

ITaP Customer Education Videos

How to Use Mail Merge in Work 2003

Word 2003:   Mail Merge

How to find the Mail Merge wizard

Mail Merge Wizard

Open Microsoft Word 2003

Create a blank documnent

Select the View menu

The view menu opens

Select the Task Pane menu item

The Task Pane window opens

Select the Getting Started menu button

Select the Mail Merge menu item

Mail Merge is selected

Mail Merge Task Pane appears

You are now ready to go step-by-step through the Mail Merge Wizard.

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How to create a new distribution list

Open Microsoft Word 2003

Create a blank documnent

Navigate to the Mail Merge Wizard, choose your document, then Select “Next: Starting document”.

Finnally, Select: “Select recipients link”

The Select Recipients Mail Merge options Task Pane opens

Select the “Type a new list radio button”

Select the “Create...” link

The New Address List dialog box opens

Enter Entry Information

Click the New Entry button when finished entering Entry data

Continue making New Entries in the same way until you have finished

Click the Close button after you have entered your last entry

The New Address List dialog box closes.  

The Save Address List dialog box opens.

Select the File name text box and name your new data source

Type name of the address list in the File Name box.

Click the Save button

The Save Address List dialog box closes

The Mail Merge Recipients dialog opens

Click the OK button

The Mail Merge Reecipients dialog box closes

Microsoft Word

Mail Merge Task Pane is visible

Select the :Next: Write your letter”  link to continue with your Mail Merge

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Mail Merge: Use a data source

Current Screen:

Microsoft Word 2003

blank document

Mail Merge Step 2 of 6

Text Captions

Select the “Next: Select recipients link”

The Mail Merge Select Recipients Task Pane opens

Select the “Use an existing list” radio button

Select the Browse... link

The Select Data Source dialog box opens

Select the .mdb file that contains the data source you want to use

Click the Open button

The Confirm Data Source dialog opens

Select OLE DB Database Files

Click the OK button

The Mail Merge Recipients dialog opens

Select Reciepients using check boxes

Click the OK button

Mail Merge Recipients dialog box closes

Microsoft Word blank document is visible

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Slide 50 - Write

Current Screen:

Microsoft Word 2003

Mail Merge: Write your Letter Step 4 of 6

Select the Address block... link

The Insert Address Block dialog box opens

Select the Never include the country/region in the address radio button and any other desired address block options

Click the OK button

The Insert Address Block dialog box closes

Press Enter key to place a line between the address block and the body text

The Greeting Line dialog box opens

Select the first Greeting line format text box

Select the correct salutation

Select the third Greeting Line text box

Select the correct puncuation

Select the Greeting line... link in the Mail Merge Task Pane

The Greeting Line dialog box opens

Click the OK button

The Greeting Line dialog box closes

You may also select protions of the text to become a merge field.  

Select Text within your letter

Select the More items... link

The Insert Merge Field dialog box opens

Select the item that corresponds to the text your selected.

Click the Insert button

Click the Close button

The Insert Merge Field dialog box closes

Select the “Next: Preview your letters” link

Click the >> button to preview the other recipients.

Select the Next: Complete the merge link

The Mail Merge: Complete the merge Task Pane appears Step 6 of 6

You may now choose to Print all the merged letter or Edit the individual merged letters

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Mail Merge: Extras

Current Screen

Microsoft Word

Mail Merge Task Pane Step 1 of 6

Click on E-mail messages, Envelopes, Labels, and Directory one at a time

A short description of each documnet type is displayed indiviually.

Select the Envelopes radio button

Select the “Next: Starting document” link

Mail Merge Select starting document task pane appears

Select the document layout you want to use

Select the Envelope options...

The envelope options dialog box opens

Select the Envelope size combo box

Choose the envelope size you want

Select the Printing Options tab

Choose the Printing Options you want

Click the OK button

A error message may appear.   As long as you have saved your current document recently, click OK.   If not, Click Cancel, then save your document, and repeat the previous steps.

Select the “Next: Select recipients” link

Select the recipient list to be used.

 (See Creating a Data Source for more information)

Add appropriate Address Blocks to Return Address and Mailing Address sections.

Select the Next: Preview your envelopes link

Select the Next: Complete the merge link

The completed merged envelopes appear.

Mail Merge Video Completed

ITaP Customer Education Videos

How to Use Mail Merge in Word 2003