2. ▪ What is Word?
▪ Create a New Word File.
▪ What is the Ribbon?
▪ Customize Quick Access
Toolbar.
▪ File Tab
▪ Home Tab.
▪ Insert Tab.
▪ Page Layout Tab
▪ References Tab
▪ Mailings Tab.
▪ Review Tab.
▪ View Tab.
▪ Using Mail Merge
Contents:
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3. What is Word?
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Word: is a closed source commercial program developed by
Microsoft to process the words.
▪ Allows you to enter words in electronic form on the virtual
documents to create professional-quality documents with
formatting tools.
▪ helps you organize and write your documents more
efficiently by processing and out as required by the user need
so they can be printed on paper or keep it in electronic form.
▪ The Words File, Home, Insert, etc… outlined in red are
referred to as tabs. Each tab has several Groups attached to
it.
4. Create a New Word File
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How to create new file:
▪ Select “File” then “New”.
▪ Hold the Control button (ctrl), then press ‘N’ for “New”.
5. What is the Ribbon?
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The ribbon: contains the menu items and other commands.
▪ The ribbon is designed to help you quickly find the
commands that you need to complete a task.
▪ “Ribbon” in terms of navigating the program.
6. Customize Quick Access Toolbar
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Quick Access Toolbar : contains a set of commands that are
independent of the tab that is currently displayed.
▪ You can move the Quick
Access Toolbar from one
of the two possible
locations.
▪ you can add buttons that
represent commands to
the Quick Access Toolbar.
7. File Tab
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The File Tab menu contains the commands most
commonly associated with the file.
Save: saves the file.
Save as: saves the file by different name, type, or
location.
Open: open and display the saved file.
Close: closing the current file without closing the word
program.
Recent: display the recently opened documents.
New: creating new word file.
Print: printing the word files on papers.
Saved &Send: saving and sending the documents by
web mail.
Options: changing the word file settings.
Exit: closing the word program.
8. Home Tab
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▪ Clipboard
▪ Font
▪ Paragraph
▪ Styles
▪ Editing
Home Tab Groups: contain the commands most
commonly associated with the formatting and editing
of text.
9. Insert Tab
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▪ Pages
▪ Tables
▪ Illustrations
▪ Links
▪ Header &Footer
▪ Text
▪ Symbols
Insert Tab Groups: contain the commands most
commonly associated with adding something to the
document.
10. Page Layout Tab
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▪ Themes
▪ Page Setup
▪ Page Background
▪ Paragraph
▪ Arrange
Page Layout Groups: contain the commands most
commonly associated with settings that would affect the
entire page or document.
11. References Tab
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References Groups contain the commands most
commonly associated with writing a research paper, essay,
term paper or similarly formal documents.
▪ Table of Contents
▪ Footnotes
▪ Citations & Bibliography
▪ Captions
▪ Index
12. Mailings Tab
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▪ Create
▪ Start Mail Merge
▪ Write & Insert Fields
▪ Preview Results
▪ Finish
The Mailings Tab groups contain the commands most
commonly associated with documents and files created
for mass mailing.
13. Review Tab
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▪ Proofing
▪ Language
▪ Comments
▪ Tracking
▪ Changes
▪ Compare
▪ Protect
Review Tab groups: contain the commands most
commonly associated with documents which are shared or
being prepared for publication.
14. View Tab
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▪ Document Views
▪ Show
▪ Zoom
▪ Window
▪ Macros
View Tab groups: contain the commands most commonly
associated with the variety of ways you can “look at” a
document or documents.
15. Using Mail Merge
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By using Mail Merge, you can create:
▪ A set of labels or envelopes: The return address is the
same on all the labels or envelopes, but the destination
address is unique on each one.
▪ A set of form letters, e-mail messages, or faxes: The
basic content is the same in all the letters, messages, or
faxes, but each contains information that is specific to the
individual recipient, such as name, address, or some other
piece of personal data.
▪ A set of numbered coupons: The coupons are identical
except that each contains a unique number.
17. Using Mail Merge
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▪ From the Mail Merge
dialog you can specify
type of document you
want to create, for
example; we will select
Letters, click Next:
Starting document from
the bottom of the dialog.
18. Using Mail Merge
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▪ In this step, you will be
provided with different options
to create Letters.
▪ For example we will choose
template, Click Select
template.
19. Using Mail Merge
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▪ Choose a suitable template. We will be using Median
Letter template as an example. Click OK to continue.
20. Using Mail Merge
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▪ At the left side of the window you can see the template
is imported into document, from right-pane, click
Next: Select recipients.
21. Using Mail Merge
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▪ In this step, you can choose different options to import
recipient list, we will select an existing list, Click
Browse to import desired recipients list.
22. Using Mail Merge
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▪ We will be using recipients list created in Excel 2010.
The name of the worksheet is Mail, which we will
import in to Word Mail Merge.
24. Using Mail Merge
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▪ Select Table dialog will appear, now choose the
worksheet which contains required data ( if first row
contains column headings, then enable First row of data
contains column headers option) and click OK.
25. Using Mail Merge
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▪ You will see the Mail worksheet in the Mail Merge
Recipients dialog. Here you can filter down the
recipients on the basis of column headings. If we want to
send letters to the recipients living in city Akron. We
will select Akron from City drop-down options
26. Using Mail Merge
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▪ Upon click, it will show only the recipients living in
Akron. Here you can also perform different actions over
the list such as; Sort, Filter, Find duplicates, Find
recipients, and validate address. Click OK to proceed
further.
28. Using Mail Merge
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▪ From Insert Address Block dialog, from Specify address elements,
choose format in which you want to show recipient name.
▪ Under Preview you can see the preview of the changes that affects.
▪ From
Correct
problems,
click Match
Fields to
insert new
field in the
letter, as we
want to
include
address of
the recipient.
29. Using Mail Merge
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▪ Match Fields dialog will
appear, now from Address 1
options select Street.
▪ You can also include other
fields if required.
▪ Click OK to continue.
30. Using Mail Merge
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▪ You will see the address is added in to the format.
▪ Click OK to continue.
31. Using Mail Merge
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▪ In order to customize the greeting message, for that
navigate to Mailings tab, and click Greeting Line.
32. Using Mail Merge
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▪ In Insert Greeting Line
dialog, you can choose
desired greeting format
from Greeting Line
format.
▪ Under Greeting line
for invalid recipient
names choose the
format for unknown
recipients.
▪ Under Preview, it
show the preview of the
changes you made.
▪ Click OK to continue.
33. Using Mail Merge
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▪ Now to make Address Block more prominent,
navigate to Home and apply color and font styles over
it.
34. Using Mail Merge
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▪ Navigate to Mailings tab, and from Finish & Merge menu,
click Edit Individual Documents.
▪ It will bring Merge to New
Document dialog, you can choose
Current record, we will select All to
view all the recipients. Click OK to
show the letter of each recipient.
35. Using Mail Merge
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▪ Now as you can see in the screenshot below, Mail Merge created
letters of each recipients residing in city Akron with their
respective street names
