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Microsoft Word 1B: Mail Merge: Format Tables, Form Letters, Flyers

Overview

 

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Tables

  • A sample table is shown below.

figure 1.2.1

FirstName LastName Address Title
Position
 Company City

State/

Prov

Zip/

Postal
John Smith 1234 Crestline Ave. Mr. Manager Fraser Electronics Kelowna WA 98554
Jane Moncton 5555 2nd. Ave. Ms. Owner Red Beverages Burnaby WA 97525
Lucas Simpson Apt. 103 456 1st Ave. Mr. Sales Manager A's Custom Auto Kelowna WA 98536
Shawn Adams 123 River Rd. Mr. President Hygenics Victoria WA 97512
  • Tables are useful for organizing data so that it is easy to read.
  • Tables are also useful for storing data for merges as explained below.

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Merges

  • Once you create a letter, you may find that you are sending the very same or similiar letter out to students, clients , etc. frequently.
  • You might think of saving the original letter, then changing the date, name and address information as well as any specific information in the letter, this is known as saving your own template.
  • What if you wanted to send the identical letter out to all students in a particular class, or all clients in a video store with outstanding charges?
  • You can create one letter and insert fields that will replace the name, address and other information from a table which stores all of your information.
  • With only a few clicks the one letter merges with all the data and can create several or even hundreds or more individually addressed letters or other documents.

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