O'Reilly logo

Office 2007 Bible by Lisa A. Bucki, Gavin Powell, Michael R. Irwin, Peter G. Aitken, Michael R. Groh, Cary N. Prague, Faithe Wempen, Herb Tyson, John Walkenbach

Stay ahead with the world's most comprehensive technology and business learning platform.

With Safari, you learn the way you learn best. Get unlimited access to videos, live online training, learning paths, books, tutorials, and more.

Start Free Trial

No credit card required

Assembling a Data Document

Regardless of which data document type you choose (letter, e-mail, envelopes, labels, or directory), the process is similar. There are some additional considerations for multi-record-per-page documents, however, so we will look at those separately after discussing the common elements.

When designing a letter or e-mail you plan to send to multiple recipients using the merge feature, it’s often a good idea to draft the document as you want it to appear, using placeholders for information pertaining to the intended recipient, as shown in the following example:

Dear [name]:

We are writing to inform you that the warranty for:

[product]

which you purchased on:

[purchase date]

will expire on [expirationdate].

If you would like to extend your warranty, you must take advantage of our extended warranty coverage plans before [expirationdate]. Costs for extending the warranty are:

1 Year: [oneyearwarranty]

2 Years: [twoyearwarranty]

3 Years: [threeyearwarranty]

Please use the enclosed card and envelope to extend your warranty before it’s too late!

Yours truly,

[salesagent]

When you’re done, edit your document and substitute merge fields for the placeholders.

Merge fields

After setting the data document type (using Start Mail Merge), associating a database with it (using Select Recipients), narrowing the list of recipients or records just to those records you plan to use, and drafting the data document, the next step is to insert merge fields into your document where ...

With Safari, you learn the way you learn best. Get unlimited access to videos, live online training, learning paths, books, interactive tutorials, and more.

Start Free Trial

No credit card required