Hello,
I made some notes a few years back on mail merge. I note down the steps when
I do something new. This is most probably for Word 2003. I am pasting below
the steps in detail. hope, this helps.
With best Regards,
Amiyo Biswas
Cell: +91-9433464329
Using mail merge feature in MS Word
You can use mail merge feature in Word to create a single letter and then
address it to several persons. You can also use other data from the source
and compose useful form letters for speedy disposal. The source may be a
word table, an excel worksheet, an access table and the like.
If the source is a word table, it is desirable that the word document should
contain the table on top and the heading row should be clearly marked with
bold letters or in some similar way. The excel sheet to be used as the data
source should contain the data on the first sheet and right from the first
row. The first row should obviously be marked as heading row with bold
letters or the like. Otherwise you may find it difficult to select the exact
rows for data using Jaws.
Follow the steps below:
1. First open ms word with the document1 open before you.
2. Now activate Mail merge submenu under Tools menu.
3. Press alt+c to execute the Create command.
4. Use down arrow to select Form letters option and hit enter on it.
5. Press alt+a to execute the Active window command.
6. Press enter or down arrow to activate the Get data menu.
7. Press down arrow to select Create data source option and press enter.
This means, you are going to create an address book in ms word.
7A. If you already have a data source file, select Open data source button
and press enter.
7B. You will land on a standard open dialogue box. Select the data source
file and open it. Remember to select the exact file type in the 'files of
type' combo box if you have in your data in an access or excel file.
7C. Now you will land on the Edit main document button. Press enter on it
and the Mail merge toolbar will appear. Now Follow the instructions given
below for using the Mail merge toolbar. You can skip rest of these
instructions in paragraphs 8 to 15 if you already have a data source ready.
8. After you activate the Create data source button, you will find a tricky
dialogue box with several controls like Add button, Remove button and so on.
Tab over to the list containing Field names in header row. You will find a
list of standard address fields all of which you may not require. Use up or
down arrow to check the list of fields.
9. You may not require the fields like Title, JobTitle, HomePhone etc for
address. So use arrow key to select the field and press alt+r to remove that
field from the list. You should leave the fields like FirstName, LastName,
Address1, Address2 etc as they are in your data source.
10. You can use Move up or Move down button to move a field one level up or
down. Remember that this can be used to take FirstName before LastName.
11. Suppose you want to add a field to record something extra, say amound
due. Just tab over to the edit field after the MSQuery button. Normally this
edit field contain the highlighted field name. Simply type AmountDue without
spaces. Now tab over to the Add button and hit enter, or press alt+a to
activate the Add command.
12. Now tab over to the ok button and hit enter key.
13. You will land on a standard Save as dialogue box asking for a file name.
Follow the prompts to save the data source file.
14. Since your data source does not contain any data, you will land on the
Edit data source button by default. Press enter on it to enter data in the
source file.
15. Here you will find the edit fields you specified. Type in the data for
each record. When one record is finished, press alt+a to add a new record.
When all records are entered, tab over to the ok button and hit enter.
Using the mail merge toolbar
You have either created a data source or opened one, I hope. Now let us try
to write a form letter.
1. Now a blank Word document should be open up with an additional mail merge
toolbar. The rest is all the same as in all blank documents.
2. The cursor should be at the top of the document. Type 'To' without the
apostrophes and hit enter.
3. Here you are supposed to type in the customer's name. Instead we shall
place the FirstName field from the mail merge toolbar. Press alt key and
then press ctrl+tab key until jaws says Insert merge fields button menu. It
is the first button on the mail merge toolbar. Press down arrow or enter to
activate it. The first field should be FirstName field. Hit enter on it and
it will be added to the document at the location of the cursor.
Verify it with left and right arrow keys. Jaws recognises it as a field. The
field name is enclosed in << and >> signs. Jaws announces these signs as
double left angle bracket and double right angle bracket.
4. Hit spacebar once and follow the same process to add the LastName field.
5. Hit enter once to create a new line. Now follow the same process to add
the Address1 field.
6. Hit enter once to create a new line. Now follow the same process to add
the Address2 field.
7. Create a new line and add the City field. Press comma and spacebar once
to insert another field on the same line.
8. Add the State field. Press spacebar once more.
9. Add the ZIP/PIN code field.
10. It is now clear, I think, how we should add fields to the document. A
draft of the letter is given below as an example where the fields are
surrounded by << and >> signs:
Date field
Dear Mr. <<LastName>>,
It appears from our records that The amount of Rs. <<AmountDue>> is still
due from you on account of supply of the books mentioned in the annexure.
We look forward to receiving the due amount from you in a few days.
Yours sincerely,
Signature
Designation
11. When the draft letter is complete, press Show field/values button on the
mail merge toolbar. Now check the document. Notice that the fields have been
updated with values from the first record in the data source.
Note that the mail merge toolbar has First, Next, Previous and Last buttons
which you can activate to insert values from different records. You can also
use the spellchecker here which you cannot use in an Access report.
If you want to create form letters with values from all records, activate
the Merge to document button on the Mail merge toolbar. A Word document with
form letters from with values from all records will be created. You can
save it for later use or print it.
----- Original Message -----
From: "nitesh gupta" <nitesh...@gmail.com>
To: "accessindia" <accessindia@accessindia.org.in>
Sent: Wednesday, November 21, 2012 7:09 PM
Subject: [AI] urgent! Pl guide for mail merge.
Hi experts.
I m using XP.
Pl guide 1 thing in MS word.
I have to merge a mail.
I have written a letter, which I need to send to so many persons.
I know it is inconvenient to type long but Pl write the steps in 1, 2,
3, manner.
Thanks in advance.
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