Learn how to identify where your existing data source is saved, as well as how to create a data source in Word or Excel.
- [Instructor] Let's get started with our mail merge. We have a drone receiver that's being outdated. And we have a new model of that receiver. So I want to send a list to all our customers that have that particular receiver to let them know about the new model. Step one in the mail merge process is identifying who you want to send your form letters, envelopes, or labels to. Let's head over to the mailings tab in Microsoft Word. The contact information is data. So when the merge process asks for the data source, or recipients, that's what it's asking for. Let's look at our choices. I'm going to click select recipients, which is the first step in the merge process. You have three choices. The first one I'll go over is that you can choose from your Outlook contacts. If I select that option, you need to first choose the Outlook profile. Now most of the time, you can click OK because there's only going to be one Outlook profile on your computer. Most likely, if you're sitting at this desk doing this word processing, then Outlook is on your computer and you're the only one using it. If you have multiple profiles, that is, multiple people sharing the computer, you can select it from this list. But I'll click OK. And now I'm prompted to choose the contact folder, for example, in my copy of Outlook on this computer. You might not see the select contacts window. In fact, if you only have just one folder, you might be brought right to a screen that says, Mail Merge Recipients. And from here, you can just click OK and be on your way. I may have a regular contacts folder that I use, and maybe I created a new one. Say, to keep work and personal contacts separate. The count is the amount of contacts that are in that folder. So if I select this and click OK, I've now chosen a recipient list for my mail merge to come right from my Outlook contacts. I'll click cancel on this. If I click select recipients again, the next choice I could have is to type up a brand new list from scratch. Let's say I don't have a list of people anywhere and I want to create one and use it over and over and over again. I can select type a new list, and create one right in Microsoft Word. You'll see all the basic address fields to choose from. I can start typing, for example, put in the first name, I can hit tab, and keep going. If you can't see what a field label is, hover your mouse over the vertical line and click and drag with your mouse to extend it. As you go through this list, you'll see all the usual fields that apply to any contact. To create somebody new, click new entry. You can put in as many or as little names as you want for your mail merge. When you're all done and you click OK, you'll be prompted to save that on your computer. Now, when you save it, it will be on your computer and you can use it over and over again for future merges. I'll click cancel on this. What we're going to be doing for this course is using an existing list. That is, one that you already have in Access, or in the case of what we'll be using, Excel. Here on my desktop, I have an Excel file. If I click on it, I can see that it contains contact information. We're going to be using this as our source. So now that you know what your three choices are for a source to come up with your recipients for the mail merge, up next, we're going to learn how you can format this to make it all nice and pretty, and just what Microsoft Word needs.