[jaws-uk] Re: JAWS & Mail Merge
- From: "Terrill Reynolds" <terrill1@xxxxxxxx>
- To: <jaws-uk@xxxxxxxxxxxxx>
- Date: Tue, 17 Jul 2007 14:47:08 -0400
Hi:
Hope the below will help you. <smile>
CREATE A SIMPLE FORM LETTER AND PERFORM A MAIL MERGE
In this example I am going to tell how to create a simple form letter and
Perform a mail merge. Now I realize that there are many styles of letters,
Therefore, your style of letter may be different. The main point of this is
just to
Illustrate how to use the mail merge in Word XP.
LET US START OUR NEW DOCUMENT WITH OUR RETURN ADDRESS
First let us press control R to right justify our return address.
Then just type your name and address lines.
Press the Enter key twice to add two blank lines.
To insert the date, go to the Insert Menu and enter on Date and Time.
In the Date and Time box, arrow down to the format you want.
Tab and for a form letter, check the box
That says, "Update automatically". You want the date to change every time you
Open the document for a form letter.
Tab and enter on okay.
Press control L to return to left justify.
We don't need to input the inside address or the salutation because the Mail
Merge will do it for us.
Press the Enter key twice to add two blank lines.
Type the body of your letter
Press the Enter Key twice to add two more blank lines.
Type a closing, then enter several times, and type your name.
You have completed your letter.
NOW LET US DO THE MAIL MERGE PART
Go to the tools menu and enter on letter and mailings.
Now enter on Mail merge wizard. This will place you in the task pane for the
Mail merge wizard. You can move between the
task pane and your document with the f6 key. In the task pane, the radio
button for letters will be
Selected, so just tab to next and press the space bar.
In this dialog, the use the current document radio button will be selected.
Tab to next and press the space bar.
You will be on the use an existing list radio button. If you had already
created a list, you could open the file with this
option. (Alternatively, you can arrow down to select from outlook contacts.
This is for if you Use Microsoft Outlook's
address book, not outlook express), Arrow down once more to type a new list. We
are going to create a new list of people we
want to send our letter.
Tab to create and press the space bar. The new address list dialog will come up.
The first filed is for title for example Mr. or Mrs.
Then just tab to fill in the fields for things like name and address. When you
are done with an entry, press alt N for a new
contact. When you are done entering names, tab to close and press the space
bar. A save dialog will come up, give it a
filename and enter on save.
THE MAIL MERGE RECIPIENTS DIALOG WILL BEGIN
We want to select everyone in our list of names we created, so just tab to
select all and
Press the space bar.
Then tab to okay and pres the space bar to leave the mail merge recipients
Dialog.
Tab to next in the task pane and press the space bar.
Press f6 to be placed back in your document with our letter.
THIS IS WHERE WE ARE GOING TO TELL WORD WHERE TO INSERT OUR MAIL MERGE FIELDS.
So go to the place in the document where you
want to insert a Mail merge field.
For example, go to the line where you would insert a salutation such as Dear
Terrill Reynolds. You will do the same with
their address in the appropriate place in the Document.
Press f6 to move back to the task pane.
Tab to more items and press the space bar.
The Insert merge fields dialog will come up with list of available merge Fields
in a list. Just enter on the fields you want
to insert into the
Document and Keep repeating this process until you have inserted the mail merge
fields
You want in the document at the location where you want them.
Once you enter on a field in the insert merge fields dialog, you have to TAB
To "close" and press the SPACEBAR or you need to tap the ESCAPE KEY to be
returned to your document. Note: each time you
want to enter another merge
Field, you will need to activate the "more items" option in the task pane.
Remember you can switch back and forth between your task pane and your document
with the f6 key.
ONCE YOU HAVE EVERYTHING SET UP THE WAY YOU WANT
When you have everything set up the way you want and have added all your
Mail merge fields to your document, tab to next in the task pane and press the
space bar.
In this dialog, you could preview your letters but let us do that later.
So just, tab to next and press the space bar.
You are on print and you could print them at this time, but let's
Review them. So arrow down to edit individual letters and press the space
Bar. The merge to new document dialog will come up with the all radio button
Selected, just press space bar on okay.
Now you can review the letters and all the information should have been
Inserted correctly and their should be a letter for each person you entered.
TO PRINT THE LETTERS
To print the letters just go back to the task pane with f6 and choose the print
Option.
HTH
Sincerely,
Terrill Reynolds
----------
Email:
Terrill1@xxxxxxxx
Windows Messenger:terrillreynolds36@xxxxxxxxxxx
Yahoo:terrillreynolds
AIM:terrill36
PH:(910)842-7701
----- Original Message -----
From: "Sue Williams" <Williams_S_A@xxxxxxxxxxxxxx>
To: <jaws-uk@xxxxxxxxxxxxx>
Sent: Tuesday, July 17, 2007 7:55 AM
Subject: [jaws-uk] JAWS & Mail Merge
Hi All,
I am using JAWS 8 and Microsoft Office 2003. Basically, I want to know how
to use the mail merge function in Word 2003.
Where can I get complete info on how to use mail merge? In particular, how
do I select the location in the document to place the inserted merged
fields? Does it work the same in all versions of word?
Many thanks,
Sue Williams.
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