Performing a Mail Merge in Microsoft Word [PDF]

Performing a mail merge in Microsoft Word involves four steps: Creating the Main Document. Creating the Data Source in M

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Using Macros with Word and WordPerfect: Performing a Mail Merge in Word Performing a mail merge in Microsoft Word involves four steps: 1. Creating the Main Document 2. Creating the Data Source in Microsoft Word 3. Editing the Main Document in Microsoft Word 4. Performing the Merge in Microsoft Word If you have already created the main document and data source and saved them as CyberDOCS documents, you can proceed directly to Performing the Merge in Microsoft Word. If you want to edit a profile data source, see Editing a Profiled Data Source. If your document server uses DOCS Open Document Sentry Agent (DSA), see Merging Word Files in the DSA Environment for special instructions.

Creating the Main Document 1. Start Word. From the menu bar, select File > New to create a new Word document. 2. Select Tools > Mail Merge to invoke Mail Merge Helper. 3. Under Main Document, click Create. Choose one of the following options: Form Letters Mailing Labels Envelopes Catalog 4. When Word asks whether to create the main document using the Active Window or a New Main Document, click Active Window.

Creating the Data Source in Microsoft Word 1. Under Data Source, click Get Data > Create Data Source. 2. Specify the fields you want included in the data source. When you have selected the fields, click OK. 3. In the Save As dialog box, type a file name for the data source and click OK to save the file outside CyberDOCS. Instructions for profiling the data source are outlined below. 4. When Word asks whether to Edit Data Source or Edit Main Document, click Edit Data Source. 5. In the Data Form dialog box, click Add New to add each record you want to display in the merged document. Then click View Source to display the records in the data source. 6. With the data source displayed, click the Mail Merge Main Document button from the Merge toolbar.

Editing the Main Document in Microsoft Word You should now have a main document and a data source open in Word. 1. Switch to the main document and click the Insert Merge Fields button on the Merge toolbar to insert the merge fields into the main document. 2. Make any edits you want to the main document. Then select File > Save As to bring up a Document Profile dialog box. Complete the profile and click OK to return to Word. 3. Close the Main document. 4. With the Data Source document active, click Save As to bring up a Document Profile dialog box. Complete the profile and click OK to return to Word. 5. Close the Data Source document.

Performing the Merge in Microsoft Word

Note: If you have already created the main document and data source and saved them as CyberDOCS documents, you can proceed directly to this step.

If the main document and the data source are open, close them both. 1. From the menu bar, select Tools > PowerDOCS Mail Merge. The PowerDOCS Mail Merge dialog box is displayed. 2. Click Select Main Document. 3. Select the Main Document from the Search Results dialog box and click OK. 4. On the PowerDOCS Mail Merge dialog box, click Select Data Source. 5. Select the Data Source from the Search Results dialog box and click OK. 6. On the PowerDOCS Mail Merge dialog box, click Merge. 7. Under Merge To, select New Document. Click Merge to start the merge process. The Main Document and Data Source are merged, and an output document is created. 8. To save the new document to CyberDOCS, select File > Save from the menu bar.

Editing a Profiled Data Source Once a data source has been profiled in PowerDOCS, any updates must be made during a normal edit session in Word, not via Mail Merge Helper. If you go through Mail Merge Helper, a new Document Profile form will appear when you try to save the changes. To update a profiled data source: 1. From the menu bar, select File>Open. Highlight the data source document and click OK to open it. 2. Make the changes. Then select File>Save to save the changes and close the document.

Merging Word Files in the DSA Environment If the document server where the Word files are stored uses Document Sentry Agent (DSA) file security, you must open the data source before you open the main document. The reason for this is that the DSA prevents the opening of files from outside of CyberDOCS. Once a main document and a data source have been created, the main document contains a link to the data source. If you open the main document first, Word then tries to open the linked data-source file. Since this File>Open attempt occurs outside of CyberDOCS, the DSA prevents the opening of the data source.

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