Improve Office efficiency Word mail Merge tips 4

Mail merge is an advanced feature of Word and is one of the basic technologies that office automation personnel should master. But most of the books on the "mail merge" is very simple to introduce, if you follow the book on the introduction to do, the merged printed mail is not completely satisfactory. Teach you several mail merge techniques, hoping to help you improve your office efficiency. Word Tutorial

1. Print multiple messages with one page

Use Word mail merge to bulk process and print messages, in many cases our messages are short and take up only a few lines of space, but printing also uses full-page paper, resulting in slow printing and a waste of paper. This result is due to a "section break" between each message so that the next message is assigned to another page. How can you print multiple short emails on a single page? In fact, it's easy to merge data and documents into a new document and replace the section breaks (^b) in the new document with manual line breaks (^l) (note that this is the lowercase English letter L, not the number 1). By using Word's find and Replace commands, enter "^b" in the Find what box in the Find and Replace dialog box, enter "^l" in the Replace with box, click Replace All, and then print multiple messages on a single sheet of paper.

2. Merge messages at once with different content

Sometimes we need to send different recipients the same content, but there are some differences in the mail. such as "Student performance report Form" Sent to parents, it is different from the students ' total score, in different reports to write different content, the total score of more than 290 students, in the end of the report form "was named Learning pacesetter", and for other students, the report list does not have this sentence. How do I combine different messages with the same main document and data source? This is where you use the Insert Word field. Insert "If...then...else (I)" in "Insert Word field" where you want different text to appear in the message. Take the "Student performance report Form" As an example, by positioning the insertion point at the end of the main document body, clicking Insert Word field in the Mail Merge toolbar, selecting If...then...else (I) in the subordinate menu, filling in the dialog box that appears, and clicking OK.

Sometimes you can write different statements in two text boxes as needed. This allows you to combine messages of different content with one main document and one data source.

3. Share various data sources

mail Merge can use a lot more data than the data sources created by Word, such as Excel workbooks, Access databases, query files, and FoxPro file contents can be used as data sources for mail merge. As long as these files exist, mail merge will not need to create a new data source, directly open these data sources to use. It is important to note that when you use an Excel workbook, you must ensure that the data file is in the database format, that the first row must be a field name, and that there should be no blank rows in the middle of the data row. This can make different data sharing, avoid duplication of work, improve office efficiency.

4. Filter and sort

with query options in the Mail Merge helper, you can filter records to merge selectively, or you can sort records at the same time you merge. Keep them in mind while you work to improve your office productivity.