Create Custom Documents with Mail Merge Wizard

What to do	Notes
1. Start Microsoft Word.	We will create a custom Student Certificate using a school logo.
2. Open a blank document if one is not already open	Choose File/New Document
3. From the Tools menu, select Mail Merge…
4. The Mail Merge Helper (Wizard) appears.
5. The Mail Merge Helper has 3 steps	Step 1 is CREATE new document
6. Click *CREATE*
7. Select Form Letters	Form Letters are a way to create a page for every record in our data source. This means a page for each student record, for example.

8. Next the wizard asks if you’d like to use the Active Window	Click *Active Window*
9. Click the *GET DATA* button. This is the second step in the wizard. In this step you can create a new data source or open an existing data source. Our WorkExpo data file is our data source so choose *OPEN DATA SOURCE…*
10. Navigate to the WorkExpo folder. By default this folder is C:\PROGRAM FILES\WORKEXPO IMPORTANT NOTE! In the Files of type drop down box make sure that MS Access databases is selected!
11. Word now creates a link to the Microsoft Access database file and displays its contents. Click the *Tables* tab, then choose under Tables in data.mdb: *Arrangements for Mail Merge*

12. Because the main document is a new document Word displays this message.	Click *EDIT MAIN DOCUMENT*

13. The wizard disappears and we are returned to the main document
The Mail Merge Toolbar appears
14. Now the mail merge toolbar has appeared.	We use this toolbar to perform the merge process. Run your mouse over the toolbar buttons to get acquainted with them.
15. Click the *INSERT MERGE FIELD* button at the left of the toolbar.

The fields from WORKEXPO are displayed in a list. Because there are many fields in WorkExpo this list is very long. Click on Student_First_Name. Word inserts that field into the Word main document.
16. The field is shown enclosed in double brackets called *CHEVRONS*
17. Press the space bar to create a space after the inserted field
18. Click the *INSERT MERGE FIELD* button at the left of the toolbar again.

19. This time insert the student’s last name.	Click on the field called Student_Last_Name
20. To VIEW the data that the fields represent you click the ABC button as shown below
This allows you to check that the data in WorkExpo is successfully being merged. You should see a student’s first and last name instead of the field names. To switch back to the field click the “View Merged Data” button again.

21. Click the NEXT RECORD (See above) button to view the name of the next student.	Similar to the Student and Employer navigation controls in WorkExpo.
22. You have now set up your main document. The next step is to create the merge itself.
23. Finally the merge itself occurs. Click the *Merge To New Document button* (see below)	This creates the third and final file in the merge process.

24. Word now displays the results of the merge in a new document.	This file can be saved or printed. Alternatively, you can simply click the “Merge to printer” button to produce the output of the merge directly to the printer.
25. Save the main document for later re-use.	This saves all merge information so that next time you won’t need to use the merge wizard.
26. Check out some of the merge samples on the CD under the TRAIN folder.	Or under the *My Documents* folder.