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Word 2003: Creating Form Letters

Word 2003: Creating Form Letters

Form Letters are probably most common type of mail merge. And, the easiest way to learn how to do a Mail Merge, is to simply walk through the steps:

     
  1.  Choose Tools: Letters & Mailings: Mail Merge…
     

Figure 10. Mail Merge Task Pane - Step 1

    2.       Select the document type, in this case, Letters

    3.       At the bottom of the task pane, click Next: Starting Document

Figure 11. Mail Merge Task Pane - Step 2

    4.       Choose how you want to set up your document, in this case, we’ll use the current document (this is often a blank document anyway)

    5.       At the bottom of the task pane, click Next: Select Recipients

Figure 12. Mail Merge Task Pane - Step 3

    6.       If you have an existing Excel worksheet or Word table, you can choose “Use Existing List’ for your data source. Or, if you’d like to use a predefined Outlook contact list, you can choose that option. For this scenario, we’ll create a new data source by choosing “Type a New List.”

    7.       Under Type a New List, click Create…

Figure 13. New Address List Dialog Box

    8.       Fill in the fields, clicking New Entry each time you’re ready to add another entry to your custom data source. To modify the fields, click the Customize… button. When you’ve finished add your data source entries, click Close.

Figure 14. Save Address List Dialog Box

    9.       Type a name for your new data source and click Save

Figure 15. Mail Merge Recipients List

    10.   From the Mail Merge Recipients list, you can review your mail merge list and choose which will receive your letter. Once done, click OK

    11.   At the bottom of the task pane, click Next: Write Your Letter

Figure 16. Mail Merge Task Pane - Step 4

    12.   By first positioning the cursor at the individual Mail Merge field locations, you can then click the fields you’d like to add to your document. To add fields not displayed, click the More items… link.

    13.   Once your letter has been typed and all mail merge fields have been placed, at the bottom of the task pane, click Next: Preview Your Letters

Figure 17. Mail Merge Task Pane - Step 5

    14.   Using the arrows at the top of the task pane to review each letter. When finished, at the bottom of the task pane, choose Next: Complete the Merge

Figure 18. Mail Merge Task Pane - Step 6

    15.   Choose Edit Individual Letters… or Print