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Word 2011 for Mac: Making Form Letters for a Mail Merge

While personalizing form letters fools no one, they are popular just the same and can also be useful to generate automated reports within an organization. In Office 2011 for Mac, you can start from an existing Word 2011 document or a blank document. Either way, the steps are the same.

Make sure the Mail Merge Manager is available by choosing Tools→Mail Merge Manager from the menu bar. Then follow these steps in the Mail Merge Manager:

  1. In the Mail Merge Manager, click Select Document type and then choose Create New→Merge Type: Form Letters.

  2. In the Mail Merge Manager, click Select Recipients List and then click Get List.

  3. In the Mail Merge Manager, click Insert Placeholders.

    Drag placeholders from the Mail Merge Manager to the position within your document where you want the data to be merged. The tabs available and the fields you can choose from depend upon the data source you've chosen, but the method is the same — drag and drop. Chevrons denote inserted mail merge fields.

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  4. (Optional) In the Mail Merge Manager, click Filter Recipients.

    On the Filter Records tab of the Query Options dialog, you can impose up to six criteria on your data by choosing options from the pop-up menus.

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    Click the Sort Records tab of the Query Options dialog to change the order in which records will be run in the mail merge. Sorting for up to three levels is available.

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  5. In the Mail Merge Manager, click Preview Results.

    You can see the merged data so you can decide whether your merge works as planned.

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  6. In the Mail Merge Manager, click Complete Merge.

  7. Before you print a large mail merge, do a sample run.

  8. Give Word the green light to process the mail merge.

    You can choose to merge to a printer, to a new Word document, or to Outlook.

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