Completing a Main Document


Before you can perform a data merge, you must complete the main document by inserting merge fields. How you do this depends on the type of main document you have created.

To complete a form letter or catalog

1.

If necessary, open the main document and display the Data Merge Manager (Figure 17).

Figure 17. Display the main document and the Data Merge Manager.


2.

Drag a field name from the Merge Field area of the Data Merge Manager into the document window. When the insertion point appears where you want the field (Figure 18), release the mouse button. The field appears at the insertion point. As shown in Figure 19, it consists of the name of the field surrounded by paired angle brackets («»).

Figure 18. When you drag a field into the document window, a tiny box with the name of the field appears beside the mouse pointer.


Figure 19. The field appears at the insertion point.


3.

Repeat step 2 for each merge field that you want to insert.

Figure 5 shows an example of a main document with merge fields.

Tips

  • Be sure to include proper spacing and punctuation as necessary between merge fields. To do this, position the insertion point where you want the space or punctuation to appear and press the appropriate keyboard key to insert it.

  • If you drag a field to the wrong place, simply select it and drag it to the correct position within the document window.

  • To remove a field, select it and press .


To complete mailing labels

1.

Create or open a data source for a mailing labels main document as instructed earlier in this chapter. The Edit Labels dialog (Figure 20) will appear as part of this process.

Figure 20. The Edit Labels dialog.


2.

Choose a merge field from the Insert Merge Field menu (Figure 21). The field is inserted in the Sample label box (Figure 22).

Figure 21. Use the Insert Merge Field pop-up menu to select merge fields for the label.


Figure 22. The field you selected is entered.


3.

Repeat step 2 for each merge field that you want to include on the label. When you're finished, it might look something like Figure 23.

Figure 23. Merge fields for a name and address.


4.

Click OK to save your settings. The merge fields appear in the main document window (Figure 24).

Figure 24. A mailing labels main document.


Tips

  • If the Edit Labels dialog does not appear, click the Edit Labels for Data Merge button in the Data Source area of the Data Merge Manager.

  • Be sure to include proper spacing and punctuation as necessary between merge fields. To do this, position the insertion point in the Sample label box where you want the space or punctuation to appear and press the appropriate keyboard key to insert it.

  • Do not change the Word fields included in the mailing labels main document (Figure 24). Altering or removing a field can prevent the mailing labels from merging or printing properly.


To complete envelopes

1.

If necessary, open the main document and display the Data Merge Manager (Figure 25).

Figure 25. Display the main document and the Data Merge Manager.


2.

Drag a field name from the Merge Field area of the Data Merge Manager into the address box in the document window. When the insertion point appears where you want the field (Figure 26), release the mouse button. The field appears at the insertion point (Figure 27).

Figure 26. When you drag a field into the document window, a tiny box with the name of the field in it appears beside the mouse pointer.


Figure 27. The field appears at the insertion point.


3.

Repeat step 2 for each merge field that you want to insert.

Figure 28 shows an example of a main document for envelopes with merge fields.

Figure 28. An envelopes main document.


Tip

  • Be sure to include proper spacing and punctuation as necessary between merge fields. To do this, position the insertion point in the document window where you want the space or punctuation to appear and press the appropriate keyboard key to insert it.




MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
MIcrosoft Word 2004 for Mac OSX. Visual QuickStart Guide
ISBN: N/A
EAN: N/A
Year: 2003
Pages: 199

flylib.com © 2008-2017.
If you may any questions please contact us: flylib@qtcs.net