Word Extra Workshop

Microsoft's equivalent of Corel's WordPerfect, Lotus' WordPro, StarOffice's Write, Ability's Write etc is the standard for the majority of businesses. It deserves its crown, but the contenders can do similar things often for less money.

Mail Merging   Data Fields   Example Merge Documents   Tips to Save Time  

Mail Merges
A Mail Merge lets you fill in blank fields on a master document with information from a data source. A similar letter can be sent out to say, 50 different people. You can create or use a table (in Excel or Access) containing their names and addresses, write a letter with Merge Fields inserted where you want the names and other data to appear, and then let Word generate the hundred unique letters.

  1. Select Tools-Mail Merge.
  2. Under Main document, click Create and choose one of the options from the list (Form Letters, Labels, or Envelopes). Word will prompt you to choose between the current document and a new one.
  3. Click Get Data. Choose between:
    CREATE DATA SOURCE. You can create a small database where you can enter names and addresses. Word offers a default list of database fields that usually suffices for form letters. Provide a file name when prompted and then click Edit Data Source to enter names and addresses. Enter your data and click OK when done. This data may be used/ edited in the future.
    OPEN DATA SOURCE. If you already have a database file, an Excel worksheet, or a Word document containing a table with the necessary information.
    USE ADDRESS BOOK. Choose between a Word Personal Address Book or your Outlook Address book. Choose this option if you store your addresses in one of these areas.
  4. After you select your data source, Word will inform you that there are no merge fields in your main document. Click Edit Main Document.
  5. Before you can merge, you must insert merge fields into your master document. Click Insert Merge Field on the Mail Merge toolbar (which will have appeared) wherever you want that information to appear in your document, and then click the field you want to insert. Field markers tell Word where to put the data in your document. Add necessary spaces, punctuation and formatting.
  6. Select Tools, Mail Merge again. To create merged documents using all the records in your data source, click Merge.You may filter or sort the data, click Query Options and use the Query Options dialog box to create a filter or to sort.
  7. When you click Merge, choose how you want to proceed in the Merge dialog box. In the Merge to list, select one of the options (Printer is usual, although To New File will allow you to edit each individual letter created but will create a file with many pages).
  8. After a few tries, mailmerging is a very efficient way of handling multiple corresondence and repetitive tasks. Merge tasks are saved and automatically update if the underlying data has been changed.

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Data Fields
When the Merge Toolbar is visible, you will also see a button for Word Data Field. A Data Field differs from a Merge Field in that it doesn't get its information from a related document. Instead it uses info in the computer (e.g. system date) or open document (e.g. page no.).
It is best to build up Word Fields by hand (although the Field dialogue can be used). These get inserted in squiggly brackets { } called field characters and any code elements inside are separated by a space.
    Shortcuts for Word Fields:
  • CTRL+F9 - Insert field characters without codes.
  • SHIFT+F9 - Switch between code and results before a merge
  • F9 - Update fields

The field code is similar-ish to formulae in a spreadsheet. An example is:
{ If {Date \@M }
<7 "Spring" "Autumn" }
Catalogue {Date \@yyyy}

Each set of Field characters is entered by using CTRL+F9. The Code is typed in. Here is a description of the above:
If the month number we are in now is less than July (Month 7), print the word Spring, otherwise print the word Autumn. Then we have a normal non-coded element displaying the word Catalogue. After that we have a piece of code that will display the date today as a four figure year.
It is this combination of Field Code and normal type that makes the finished document appear seamless. You can apply whatever font formatting you like. To see what results your code will have, press SHIFT + F9.
You can also use the Field Code 
{ IncludePicture "dog.gif" }

whereby instead of the text Spring or Autumn, you can specify a certain graphic to be displayed: 
{ If {Date \@M }
 < 7 { IncludePicture "dog.gif" } 

{ IncludePicture "cat.gif" } }

Depending upon the format of the graphic, you will need the correct filters installed in your Office Setup. In this case the .gif filter is needed.

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Example Merge Documents
The above examples are illustrated by the downloadable documents below.

Download 1. The Word 97 document ListofContacts.doc contains fields that call upon data in names&numbers.doc to produce a (wait for it!) list of contacts.
This merge document comes in a self-extracting Zip file with its related file. Click on the link to download it and, when you click on it, it will extract itself into a new folder called 'AdvanceWordMerge2' on your C drive.

Download 1 (Self-extracting Zip file 35k)

Download 2. The Word 97 document Catalogue 1.doc contains fields that call upon data in Catalog Data.doc and also 2 graphics, Earth.gif and Planet.gif. It produces a Spring or an Autumn product catalogue dependent upon the time of year - automatically selecting certain stock established in its query options.
This larger merge document comes in a self-extracting Zip file with its related files. Click on the link to download it and, when you click on it, it will extract itself into a new folder called 'AdvanceWordMerge1' on your C drive.

Download 2 (Self-extracting Zip file 312k)

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Tips to Save Time
As a tutor, I never stop learning from the people I train. Occasionally someone teaches me a thing or two because they use certain programmes intensively. Such gems and some other extraneous stuff are shared below.

  • When trying to adjust page, column or element margins in a document, double clicking on the measuring ruler at the top or side of the page will bring up relevant menu dialogues.
  • To force a picture to sit behind text in Word 2000, it is necessary to perform the instruction twice. (Format Picture diaogue)
  • Saving as Rich Text Format (.RTF) rather than a native format (.doc) means that people with other wordporcessors may also open and read the document. Sometimes some table formatting and Headers/ Footers can be changed slightly with this.
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Word General Workshop

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