Introduction Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes, and more using information stored in a list, database, or spreadsheet. In this lesson, you will learn how to use the Mail Merge Wizard to create a data source and a form letter, and explore other wizard features. Additionally, you will learn how to use the Ribbon commands to access Mail Merge tools outside of the wizard. Mail Merge (11:01 min) Download the to work along with the video. To use Mail Merge: • Select the Mailings on the Ribbon. • Select the Start Mail Merge command. • Select Step by Step Mail Merge Wizard. The Mail Merge task pane appears and will guide you through the six main steps to complete a merge. You will have several decisions to make during the process. The following is an example of how to create a form letter and merge the letter with a data list. Steps 1-3 • Choose the type of document you want to create. In this example, select Letters. Free Tutorial: In Word Mail Merge is a powerful feature. With Mail Merge Word documents can be used to produce letters, labels, envelopes, and more. Using my Word 2007 mail merge template with Brother 4070-CDW and suddenly Com-10 paper output is not right. Correctly chose 'Com-10' as paper size in Word 2007, the. • Click Next:Starting document to move to Step 2. • Select Use the current document. • Click Next:Select recipients to move to Step 3. • Select the Type a new list button. • Click Create to create a data source. The New Address List dialog box appears. • Click Customize in the dialog box. The Customize Address List dialog box appears. • Select any field you do not need, and click Delete. • Click Yes to confirm that you want to delete the field. • Continue to delete any unnecessary fields. The Add Field dialog box appears. • Enter the new field name. • Continue to add any fields necessary. • Click OK to close the Customize Address List dialog box. To customize the new address list: • Enter the necessary data in the New Address List dialog box. • Click New Entry to enter another record. • Click Close when you have entered all of your data records. • Enter the file name you want to save the data list as. • Choose the location where you want to save the file. • Click Save. The Mail Merge Recipients dialog box appears and displays all of the data records in the list. • Confirm that the data list is correct, and click OK. • Click Next:Write your letter to move to Step 4. Steps 4-6 • Write a letter in the current Word document, or use an open existing document. To insert recipient data from the list: • Place the insertion point in the document where you want the information to appear. • Select Address block, Greeting line, or Electronic postage from the task pane. A dialog box with options will appear based on your selection. OR • Select More Items. The Insert Merge Field dialog box will appear. • Select the field you want to insert in the document. • Click Insert. Notice that a placeholder appears where information from the data record will eventually appear. • Repeat these steps each time you need to enter information from your data record. • Click Next: Preview your letters in the task pane once you have completed your letter. • Preview the letters to make sure the information from the data record appears correctly in the letter. • Click Next: Complete the merge. • Click Print to print the letters. • Click OK in the Merge to Printer dialog box. • Click OK to send the letters to the printer. The Mail Merge Wizard allows you to complete the merge process in a variety of ways. The best way to learn how to use the different functions in Mail Merge is to try to develop several of the different documents—letters, labels, and envelopes—using the different types of data sources. Use the report or any Word document you choose to complete this challenge. • Open a new blank Word document. • Open the Mail Merge task pane. • Create a data list, and practice adding and removing fields. • Explore the different Mail Merge features until you are familiar with them. I've found the most reliable way for me to create mail merge templates is to start an actual mail merge on the relevant entity via the Outlook CRM add-in using a blank document. Then format the document as required with the appropriate fields, complete the merge and then choose the option near the end that says Upload document to CRM as a template (or something like that). This seems to get the mail merge document into CRM. To do this via the web client is more complicated. Here are some instructions: In CRM navigate to the appropriate view for the entity • Highlight any one record – it doesn’t matter which one • Click on the Word Icon on the toolbar • In the dialog box that appears select start with a blank document (or an existing one if you want to modify it or copy it to create a new one) • In the Merge section choose selected records • Click Data fields. A new dialog window called Add Columns appears. • Choose the fields that are needed in the mail merge document. The ticked fields will be available in the mail merge document but they do not have to be used – i.e. It does not matter if a field is ticked and then not added to the actual document. • Then click OK to close the Add Columns dialog window • Click OK to close the Mail Merge dialog window • In the File Download dialog box that appears click Open • Word will start. In the Word dialog box that appears with the words, Opening this document will run the following SQL Command Click No. • If a Macro is disabled or similar warning appears choose to enable macros • Then click the CRM icon on the toolbar in Word • In the Mail Merge Recipients window click OK • Layout the document with the required text and mail merge fields - don’t proceed to complete the mail merge as we are just creating the template • Click Save As and choose XML document. Save the file with any name in any location but note where it was saved and what it was called. • Close Word. • Back in CRM navigate to Settings| Templates • Click on Mail Merge Templates • Click New on the Toolbar • In the Mail Merge Template: New window type a name and description for the template • Select Contact in the Associated Entity picklist • In the File Attachment section browse to the XML file that was created earlier and then click on Attach • To allow other users to use this template click on Actions and then Make Available to Organisation. Click OK in the dialog box that appears. Otherwise the template will be available only to the person that creates it. • Click Save and Close. I've found the most reliable way for me to create mail merge templates is to start an actual mail merge on the relevant entity via the Outlook CRM add-in using a blank document. Then format the document as required with the appropriate fields, complete the merge and then choose the option near the end that says Upload document to CRM as a template (or something like that). This seems to get the mail merge document into CRM. To do this via the web client is more complicated. Here are some instructions: In CRM navigate to the appropriate view for the entity • Highlight any one record – it doesn’t matter which one • Click on the Word Icon on the toolbar • In the dialog box that appears select start with a blank document (or an existing one if you want to modify it or copy it to create a new one) • In the Merge section choose selected records • Click Data fields. A new dialog window called Add Columns appears. • Choose the fields that are needed in the mail merge document. The ticked fields will be available in the mail merge document but they do not have to be used – i.e. It does not matter if a field is ticked and then not added to the actual document. • Then click OK to close the Add Columns dialog window • Click OK to close the Mail Merge dialog window • In the File Download dialog box that appears click Open • Word will start. In the Word dialog box that appears with the words, Opening this document will run the following SQL Command Click No. • If a Macro is disabled or similar warning appears choose to enable macros • Then click the CRM icon on the toolbar in Word • In the Mail Merge Recipients window click OK • Layout the document with the required text and mail merge fields - don’t proceed to complete the mail merge as we are just creating the template • Click Save As and choose XML document. Save the file with any name in any location but note where it was saved and what it was called. • Close Word. • Back in CRM navigate to Settings| Templates • Click on Mail Merge Templates • Click New on the Toolbar • In the Mail Merge Template: New window type a name and description for the template • Select Contact in the Associated Entity picklist • In the File Attachment section browse to the XML file that was created earlier and then click on Attach • To allow other users to use this template click on Actions and then Make Available to Organisation. Click OK in the dialog box that appears. Otherwise the template will be available only to the person that creates it. • Click Save and Close.
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