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Word 2010 Write & Insert Fields


Word 2010 Write & Insert Fields

You can insert and delete merge fields in your mail merge document as needed. This may be necessary if you have fields in your document that are no longer relevant, or if you collect new data that needs to be included in the document. The Write & Insert Fields of the Mailings tab can help us with performing these tasks.

Highlight Merge Fields

Start by opening the mail merge document that you would like to make changes to.Highlight Merge Fields The first option in the Write & Insert Fields section is Highlight Merge Fields. By simply clicking on Highlight Merge Fields, all of your merge fields will become highlighted so you can easily see them. To turn field highlighting on or off, just click the Highlight Merge Fields button.

 

Greeting LineTo remove a merge field from your document, simply select the field by clicking and dragging your mouse over the field. You want to make sure you have highlighted the entire field including the associated chevrons. Next, press the delete key on your keyboard. In our example, we selected the Greeting Line merge field. This will remove the greeting line from all of our letters.

Insert Merge Field

Adding a merge field back in, is just as simple.Adding a merge field Place your cursor on the document where you would like the new merge field to appear. Then click the Insert Merge Field button that appears in the Write & Insert Fields section of the Mailings tab. A drop down box will appear with the entire list of field options. We will click on First_Name which now appears on our document. We want the last name also, so we will click on Insert Merge Field again and choose Last_Name this time. Insert punctuation (comma or colon) after the last name.


Address Block

To add your recipients address, click the Address Block button in the Write & Insert Fields section and the Insert Address Block task pane will appear.

Here you will choose how you would like the recipient's name and address to appear in your letter. Click the formatting you want in the drop down box of the Specify address elements and you can immediately preview it in the box to the right. You also have the option to scroll through the recipient list and view the formatting for each one by selecting the right and left arrows in the Preview section. Insert Address BlockIf you have missing items from your address block, you have the opportunity to match your fields again by selecting Match Fields in the bottom right corner of this task pane. When you are satisfied with your address block, select Ok. You'll notice <<Address Block>> now appears in your document.

Greeting Line

Greeting Line FormatTo add a Greeting Line, we will highlight our <<First_Name>> <<Last_Name>>: in our document and delete it. Be sure your cursor is placed where you would like your greeting line to go. Now select Greeting Line in the Write & Insert Fields section of the Mailings tab. This will open up the Insert Greeting Line task pane. To format your greeting line, click on the drop down box arrows and make your selections. You can also choose how to address your recipients if the record you are merging doesn't have a valid recipient name. Address BlockJust like in the address block, you can immediately preview how your greeting line will appear in the lower half of this task pane. Scroll through the entire recipient list by clicking on the right and left arrows. Once again, you have the option to match up your fields if there is missing information or it is out of order. Just click the Match Fields button to verify and edit. Click Ok when you are satisfied with your greeting line and there will now be a placeholder on your document for greeting line and address block.

 

 

Rules

If you are creating a document to several different people and you want the document to say different things to different people depending on the different values in certain fields of your data source - you can set up a rule.

Set up a rule Adding rules to a mail merge document can save you the time from creating additional documents and allow you more flexibility. You can add rules when you are setting up the mail merge document.Rules Select Rules in the upper-right hand corner of the Write & Insert Fields of the Mailings tab. A drop down menu will appear with the different rules to choose from. We will give a brief overview of each rule starting with Ask.

Ask:

There might be fields that you would like to fill at the last moment, rather than filling the field in the data source. This can be achieved by using an Ask Field. If an Ask Field has been used in the document, when merging is taking place, a task pane will open asking you to input the value for the field. The input value will be placed in the field.

 

Isert Word Field: AskLet's get started using the Ask field as part of our mail merge. Select Ask from the Rules drop down box. The Insert Word Field: Ask task pane will appear. In the bookmark box, you will type a name for the bookmark that will store the response to the prompt. Below the bookmark box, there are other bookmarks stored that were previously used. Next, you will type the question you want answered in the Prompt box. If you want a predefined response (if the user doesn't put anything), type your response in the Default bookmark text box. If the Ask once box is selected, the same text will be used for all recipients. If you don't check this box, Word will prompt you for a response with each record. Move your cursor to the location you would like the result of the Ask Field to display. Now change from the Mailings tab to the Insert tab at the top of your screen. Click on Quick Parts and from the drop down menu click on Fields and the Field task pane will appear. From the left (Under Field names) select Ref, and from the Bookmark name box select the bookmark the Ask Field was assigned to and select Ok.

Insert Quick Parts

Field: Ref

If the Ask Once option was selected a task pane will display asking you for the text to display for all the recipients. If it was not selected, a dialog will display for each recipient prompting you to input the text to fill the Ask Field with.

Fill-in:

There might be fields that you would like to fill at the last moment, rather than filling the field in the data source. This can be achieved by using a Fill-in Field. If a Fill-in Field has been used in the document, when merging is taking place, a task pane will open asking you to input the value for the field.Rules: Fill in The input value will be placed in the field.

FYI: The response provided to the Fill-in Field by the user can only be displayed in one location in the document, while the response provided to the Ask Field can be displayed in multiple places in the document. If it is essential that the response provided by the user to be displayed in multiple locations in the document, the Ask Field might be the preferred method.

To get started, you will need to move your cursor to the location where you would like the Fill-in rule to appear. Then select Rules from the Write & Insert Fields section of the Mailings tab. This will open up a drop down menu where you will select Fill-in.

Insert Word Field: Fill-inA task pane, Insert Word Field: Fill-in, will open where you can input the value for the field. Under Prompt, type the message that will be displayed to the user (information prompting them of what needs to be typed into the field).

In the Default fill-in text box, you have the option to input text that will display if the user doesn't input anything.

Select the Ask once box if you want the same text to be used for all of your merged mailing recipients. If this box is not selected, a task pane will display for each recipient prompting you to input the text you want in the field. This step takes place during the end when you Finish & Merge.

If…Then…Else…:

Like the other rules we have learned about, you would utilize the If…Then…Else… rule in your mail merge document when you want slightly differing letters to groups of recipients in the same mailing list.

<<Address Block>>  <<Greeting Block>>In our example, we will be setting up an If…Then…Else rule for the greeting line. We have a Title (Mr., Mrs., Ms.) for most of our recipients; however, those we don't have a title for need to be addressed slightly different in the greeting line.

We currently have a Mail Merge field set up for the greeting line. We will replace this field with an If…Then…Else rule. Delete <<GreetingLine>> by placing your cursor at the end and using your backspace key, or highlight <<GreetingLine>> and press delete. Leave your cursor in the same area where you will input the new greeting line. Go to the Mailings tab, Write & Insert Fields section, select Rules and then choose If…Then…Else (third from the top). The Insert Word Field: IF task pane appears.Insert Word Field: If The Field name drop down box contains all of our different fields within the recipient list. We will leave it on Title for this example. In the comparison box, select the drop down arrow and choose is blank. Leave the Compare to box blank. In the Insert this text box we will type what should be placed in the Title area when our field in the recipient list is blank. For our example, we are going to type Sir/Madam.

Isert Merge Field Title Last NameNext, we have the Otherwise insert this text box. When our Title field is blank, we use Sir/Madam, but when there is actually a title in our Title field, we want it to be used along with the last name. We will be typing in the Merge Field names in this box, so we need to make note of how the title and last name appear. You can verify this by selecing the Insert Merge Field button within the Write & Insert Fields of the Mailings tab. Note that title needs to be written as Title and last name needs to be written as Last_Name. This will make more sense when we insert these fields.


Insert Word Field: If Otherwise insert

Put your cursor in the Otherwise insert this text box. On your keyboard hold down the ctrl button and select F9 (ctrl+F9). This will insert what is called a field or {}. Inside the field we will type in uppercase: MERGEFIELD Title. Move to the right of the {} and selct ctrl+F9 again. A new set of {} will appear. Inside this field, you will type MERGEFIELD Last_Name. It is necessary that the Merge Field is typed exactly as it is shown for it to be recognized. Make sure there is a space in between the two merge fields, so a space will appear between the title and last name in your document. When you are finished, select Ok. You will now see your greeting line appear in your document. If the recipient had a title, the title will appear with the recipient's last name. If there was no title for the recipient, it appears Sir/Madam.

Address BlockAddress BlockWe further formatted our greeting line by adding Dear in front of the name and a comma after. You can do this to one of the recipient's letters and it will automatically apply throughout the rest of the mail merge recipients.

 

 

 

 

Merge RecordMerge Record #: This rule will insert the current record number into the document. You simply place your cursor where you would like the Merge Record # to insert. Select Rules located in the Write & Insert Fields section of the Mailings tab. From the drop down box, select Merge Record # (4th one down). The mail merge recipient number will now show on the document.

Merge Sequence #: This rule will insert the current record number based on the records selected to be printed. So basically, if we choose to print all of the mail merge documents the Merge Record # will equal the Merge Sequence #. If we only choose to print some of the mail merge documents, the Merge Record # will not necessarily match the Merge Sequence #. To apply the Merge Sequence # rule, place your cursor where you would like the Merge Sequence # to appear. Select Rules located in the Write & Insert Fields section of the Mailings tab. From the drop down box, select Merge Sequence # (5th one down). Unlike Merge Record #, Merge Sequence # will not immediately appear on your document until the merging is done.

Next Record: This rule can be used to display multiple records in one document. For example, if you had a list of employees as your records for your merged document and you wanted to incorporate their information all on the same document, you would need to use this rule. To give you a visual, lets create a merged mail document and add our recipient list as shown if previous tutorials. We will now add the first name, last name and department merge fields.

Table Tools

Everything looks great so far, so we will select Preview Results to check our work. You will notice that we have the same record or employee listed in each row of our document.Preview Results

To fix this, we will need to use the Next Record rule. Place your cursor after Human Resources or the Department field in the first row.Department Now select Rules from the Write & Insert Fields section of the Mailings tab and select Next Record. You will do this for the next two records as well. Now when you select Preview Results from the Preview Results section of the Mailings tab, you can see the Next Record rule allowed multiple records to be seen in one document. Preview Results

Next Record If: This rule checks a certain field of the current record with a value.Insert Word Field:Next Record If A match between the field and a value determine if the next record should be merged into the current document or into a new one. To establish this rule, select Rules in the Write & Insert Fields section of the Mailings tab. Select Next Record If from the drop down box and the Insert Word Field: Next Record If task pane will appear. In the Field name box, choose the field you will be comparing. In the Comparison box, select the drop down arrow and choose the applicable option. In the Compare to box, you will type in the value you would like to compare with your field. Select OK when finished. Tip: Select Alt+F9 to display all the fields in their code format.

Set Bookmark: This rule will allow you to associate a bookmark name to a specific value. Setting up a bookmark is very similar to establishing the Ask rule; however, you are responsible for completing the content for a bookmark, while the user would be prompted to fill in information for the Ask rule.

BookmarkMostly, you would use this field for information that you don't necessarily want to include in your original data spreadsheet, and which might change every time you run the mail merge, such as an upcoming date or a person's name.

To establish a bookmark, position the cursor where you would like it to be inserted or select the text you want named with the bookmark. You will switch from the Mailings tab to the Insert tab. Select Bookmark within the Links section and the Bookmark task pane appears. Enter a name for your bookmark (no spaces), select Add and then Close.

 

 

Insert Word Field: SetTo change the value of your bookmark, you will need to be in the Mailings tab.Cross-reference Select the text you will be changing, click on Rules in the Write & Insert Fields within the Mailings tab. In the drop down box choose Set Bookmark and the Insert Word Field: Set task pane will open.

Select the Bookmark you just created and update the value box with the text that you would like to replace the original bookmark with, then select Ok. Ensure your text is still selected. Go to the Insert tab and select Cross Reference in the Links section. The Cross-reference task pane appears. You will leave everything as is and select Insert. Your bookmark will now be updated with the new text.

 

 

 

Skip Record If: This rule can be used when you want to skip a record entirely. In our example, we want to only send reminder letters to the employees/recipients who haven't completed their training. You will notice in our recipient list we have a column for Training Received which states "yes" they have completed it or "no" they haven't.Mail Merge Recipients

Once your mail merge document is complete and you have inserted your merge fields, you are ready to establish the rule.Insert Word Field: Skip Record If Select Rule from the Write & Insert Fields section of the Mailings tab. In the drop down box choose Skip Record If (very bottom rule). The Insert Word Field: Skip Record If task pane will appear. In the Field name box we will select Training_Received from the drop down options. We will set our comparison at Equal to. In the Compare to box we will type Yes. Lastly, we will select Ok. This tells the program to skip all recipients who have taken the training already.

Note: You won't notice an initial change to your document or recipients; however, when you print your mail merge document, it will only print the letters to recipients who haven't taken the training. In our case, only two documents printed.

Match Fields

Match FieldsAnother way Word can help you customize your merge document is by adding ready-made fields to your document. You'll find a collection of fields in the Write & Insert Fields group in the Mailings tab. This can make multiple placements of merge fields in a document quicker. Click Address Block to add a set of address fields to the document or click Greeting Line to add a salutation. Ensure the field names in word match your list before using the Address Block or Greeting Line. To do this, click on the Match Fields button which appears in the Write & Insert Fields section of the Mailings tab. This will open the Match Fields task pane. Here you can identify which field in your data source matches each piece of information that Word may need by selecting the name of the database field from the drop down menu for each type of data shown. If the field is unavailable, just leave it as (not matched). Once you have matched the data source in word, you can click Ok. This will bring you back to your document.

 

 

 

Update Labels

When creating labels in your Mail Merge document, you can easily make a change to one address and update it throughout the rest of the labels. Start by creating your label or bring up an existing mail merge labels document.

Preview Results

We decided we want all of the labels centered, so we are going to change the first label only. When you have updated your existing label, select Update Labels in the Write & Insert Fields of the Mailings tab. The rest of our labels now show centered.

Update Labels