[jaws-uk] Re: JAWS & Mail Merge
- From: "Griffiths, Steve" <Steve.Griffiths@xxxxxxxxxxx>
- To: <jaws-uk@xxxxxxxxxxxxx>
- Date: Wed, 18 Jul 2007 07:10:14 +0100
This is a great outline of the procedure, and it works like this in Word
2003 as well.
There are a couple of shortcuts which may be useful.
When you want to insert a merge field, instead of pressing F6 to go the
task pane and then activating the more items link, you can press Alt +
Shift + F to open a dialogue and do it from there. This is good for one
insertion; in other words when you insert a field the dialogue closes
and you need to press Alt + Shift + F again if you want to insert a
second field.
Once you have inserted all the merge fields you can press Alt + Shift +
N to merge to a new document. If you're happy with the result, you can
print with Control + P. If you're not, you can close the new document
(which will be called Letters1) and return to the document with the
merge fields to correct it. if the correction needs to be made in the
list of recipients, in the task pane use the Previous link until you're
on the Select Recipients screen, then tab to Edit recipient list and
press Enter to open the mail merge recipients dialogue, then Tab to the
Edit button and press it.
As soon as you start a mail merge, the document is put into print layout
view. I only mention this because if you prefer Normal view, you can
change it back after the merge has been completed.
Steve
-----Original Message-----
From: jaws-uk-bounce@xxxxxxxxxxxxx [mailto:jaws-uk-bounce@xxxxxxxxxxxxx]
On Behalf Of Terrill Reynolds
Sent: 17 July 2007 19:47
To: jaws-uk@xxxxxxxxxxxxx
Subject: [jaws-uk] Re: JAWS & Mail Merge
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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