Part II: Mail Merge Toolbar or Mailings Tab on a PC

This is the Mail Merge Toolbar. It can be viewed by going to the menu bar and selecting View > Toolbars > Mail Merge.

The Mail Merge Toolbar can be used to either edit a merge which has been previously set up or to create a new one (if you don't like using the Mail Merge Sidebar).

The first section is like Steps 2 & 3, creating the letter and choosing the data source. You can use the Open Data Source button (second one) to change data sources in an already merged document. This is very useful if you have to send out the same letter over and over again, but the list of recipients changes each time. Just click the button and browse to your new data source.

The second section is like Step 4, allowing you to add fields from your data source. The third button is the 'Merge Fields' button which behaves like the 'More items' choice.

The Insert Word Field will be explained in Part III.

The fourth and fifth sections are like Step 5. To preview a record, click on the 'ABC' button. Then you can move through them with the arrow keys or search with the binoculars. Also, the button next to the 'ABC' one will highlight the merged fields, which gives you yet another way to make sure that everything is in the correct place and formatted as you want it to be.

The last section is like Step 6, allowing you to print the merged letters or open them in a new document.

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This is the Mailing Contextual Tab for Word 2007. It can be viewed clicking the Mailings Tab on the Ribbon.

Just like the Mail Merge Toolbar, the Mailings Tab can be used to either edit a merge which has been previously set up or to create a new one (if you don't like using the Mail Merge Sidebar).

The 'Create' group lets you create an Envelopes or Labels mail merge.

The 'Start Mail Merge' group is like Steps 2 & 3, creating the letter and choosing the data source. The 'Start Mail Merge' button lets you start a mail merge or to pull up the Sidebar Wizard. You can use the 'Select Recipients' button to change data sources in an already merged document. This is very useful if you have to send out the same letter over and over again, but the list of recipients changes each time. Just press the button, choose an existing list, and browse to your new data source.

The ‘Write & Insert Fields’ group is like Step 4, allowing you to add fields from your data source. The 'Insert Merge Field' button which behaves like the'More items' choice. The 'Highlight Merge Fields' will highlight the merged fields already in the document. The 'Rules' button will be explained in Part III.

 

The 'Preview Results' group is like Step 5. To preview a record, click on the 'Preview Results' button. Then you can move through them with the arrow keys or search with the'Find Recipient' button. Don't forget about the 'Highlight Merge Fields' button from the previous section, which gives you another way to make sure that everything is in the correct place and formatted the way that you would like it to be.

The last group is like Step 6, by clicking on 'Finish & Merge' you can print the merged letters or open them in a new document. You can also choose to merge them to an Adobe PDF.

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