Importing data into Microsoft Word for Mailmerge and complete MailmergeOPEN WORD

CLICK ON FILE – OPEN. LOOK FOR THE FILE ON YOUR COMPUTER WHICH WILL BE A TXT FILE. (TEXT DOCUMENT).

THE LETTER WILL APPEAR LIKE BELOW. FORMAT THE TEXT AND MAKE SURE NO SPELLING MISTAKES ARE ON THE LETTER.

Jim Green 1 IT Functional skills

HOW THE LETTER COULD LOOK ONCE FORMATTED.

YOU WILL THEN BE REQUIRED TO IMPORT ANOTHER TEXT FILE USING THE SPREADSHEETS APPLICATION. TO DO THIS OPEN SPREADSHEETS FROM YOUR START MENU. ONCE OPENED CLICK ON THE DATA MENU BAR FOLLOWED BY FROM TEXT.

IMPORTING TEXT FILE – LOCATE THE FILE THAT YOU REQUIRE. CLICK IMPORT

Jim Green 2 IT Functional skills

WHEN THE WINDOW APPEARS BELOW PLEASE CLICK NEXT.

AS THE TEXT IS SEPARATED BY COMMAS, PUT TICK IN BOX WHERE IT SAYS COMMAS. THEN CLICK NEXT.

CLICK NEXT AGAIN, AS YOU DO NOT NEED TO ALTER ANYTHING HERE.

Jim Green 3 IT Functional skills

CLICK OK TO FINISH. THE DATA WILL APPEAR IN STARTING CELLE A1.

ONCE THE DATA HAS BEEN IMPORTED IT WILL LOOK LIKE BELOW.

USE THE FILENAME (ADDRESS LIST) WHEN SAVING THIS WORK. YOU CAN THEN CLOSE THE SPREADSHEET FOLDER AND CONTINUE WITH WORD.

Jim Green 4 IT Functional skills

NOW SELECT MAILINGS FROM THE MENU AS YOU WILL NEXT COVER THE MAILMERGE SECTION. AND CHOOSE LETTERS AS SHOWN BELOW.

NEXT SELECT RECIPIENTS AND CHOOSE EXISTING LIST.

SELECT THE FILE CALLED ADDRESS LIST AND CLICK OPEN.

CHOOSE THE TOP OPTION AS SHOWN BELOW AND CLICK OK.Jim Green 5 IT Functional skills

NEXT CLICK ON ADDRESS LIST MENU AND THEN CLICK ON MATCH FIELDS.

CHOOSE THE SAME OPTIONS AS SHOWN BELOW HERE TO MAKE SURE THEY MATCH ON BOTH LEFT AND RIGHT SIDE. CLICK OK.

THE RIGHT HAND SCREEN BELOW SHOULD THEN LOOK LIKE THS. CLICK OK.

Jim Green 6 IT Functional skills

YOUR LETTER WILL THEN HAVE THE WORDS <<ADDRESS BLOCK>>.

NEXT CLICK ON PREVIEW RESULTS TO VIEW THE NAME AND ADDRESS IN THE LETTER.

NEXT CLICK ON FINISH AND MERGE TO COMPLETE THIS SKILL. CHOOSE ALL AT NEXT STEP AND CLICK OK. Jim Green 7 IT Functional skills

THE COMPLETED MERGE WILL LOOK LIKE THIS. THIS WILL NEED PRINTING AND SAVED WHEN DOING THE EXAM.

Jim Green 8 IT Functional skills