04 handouts 1

• Quick Parts

  • Quick Part Gallery used to create, store, and reuse content pieces like AutoText, document properties, and fields. AutoText stores text and graphics. Building Blocks Organizer allows finding or editing building blocks
• Main document

  • Contains text and graphics that are identical for each version of the merged document. Examples include a logo or an image, return address on envelopes, or in the body of a letter/email
• Mail merge process


  • The most important step is to set up and prepare data
• Mail merge


  • Used to create multiple documents at once with identical layout, formatting, text, and graphics. Only specific sections vary and are personalized
• Documents created with mail merge

  • Bulk labels
  • Letters
  • Envelopes
  • Emails
• Mailing list/data source

  • Contains data used to fill in information in the main document. Examples include Excel spreadsheet, Outlook contact list, Access database
• Macros


  • Series of commands grouped together to accomplish a task automatically, allowing automation of frequently used tasks
• Merged document


  • Combination of the main document and the mailing list. Information is pulled from the mailing list and inserted in the main document, resulting in personalized documents for different people
• Running a macro


  Using a button on the Quick Access Toolbar or a keyboard shortcut, adding the macro button to the ribbon
• Documents involved in mail merge process

  • Main document
  • Mailing list/data source
  • Merged document