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How-To: Microsoft Word Mail Merge.

This general information will work in most versions of Word - check your built-in help for minor differences:

Word 2007 and later

1.  Create a mail merge data file using the ChurchWatch Mail Manager. Follow the instructions in the ChurchWatch User's Manual.
2.  In Word, click the Mailings tab on the toolbar.
3.  Click the Start Mail Merge button on the toolbar, and then choose letters or whatever you are creating.
4.  Click the Select Recipients button, and then choose Use Existing List.
5.  In the window that opens, change the data source to either Text Files or Excel Files depending on what type of file you created in step 1.
6.  Locate your merge file from step 1, select it and then click the Open button.
7.  If using a text file, in the ‘Header Record Delimiters’ window that opens, change the field delimiter to comma and the record delimiter to (enter). Then click OK.
8.  If you want to see the recipient list that was imported, click the Edit Recipient List on the toolbar. In this window you can also include or exclude recipients by clicking the checkbox beside each name.
9.  If you have not already created the merge document you may do so now using the Address Block, Greeting Line and Insert Merge File buttons on the Word toolbar.
10.  To perform the merge, click the Finish and Merge button on the Word toolbar.
 

 


Word 2002 and Word 2003

1. Create a mail merge data file using the ChurchWatch Mail Manager. You need software version 1.0007 or later. Follow the instructions in the ChurchWatch User's Guide.
2. In Word, launch the mail merge wizard by selecting Tools->Letters and Mailings->Mail Merge Wizard. The Wizard will appear in a pane on the right.
3. Follow the Wizard instructions, clicking NEXT at each step.
4. On the "Select Recipients" page, select "use an existing list" and then click the BROWSE button. Locate the file that was exported from ChurchWatch in step 1 and select it.
5. In the dialog box that appears, you can choose the records you want to keep or just click OK to use all records in the file.
6. Compose your letter or fax. To insert merge fields into your document, click the "more items" selection in the merge wizard (it will be showing in the pane at the right). Then in the dialog box that appears, select "Database Fields" and then select the field from the ChurchWatch export in the list and then click the INSERT button. Finish your letter and then click NEXT to preview your merge.

 


Word 97

1. Create a mail merge data file using the ChurchWatch Mail Manager. You need software version 1.0007 or later. Follow the instructions in the ChurchWatch User's Guide.
2. In Word, click on TOOLS-MAIL MERGE
3. Under "Main Document" click CREATE and then choose what you wish to
create (form letter, labels etc)
4. Click Active Window to use existing document or New Main Document to
create a new document
5. Under "Data Source" click GET DATA. Choose OPEN DATA SOURCE.
6. Choose the merge output data file you created in step 1.
7. You may get a message at this point and if so click on Edit Main Document
8. Near the top left corner of the screen click on Insert Merge Field to
insert a field from the merge data file. Continue this process to create
your merge document template.
9. When done, Click on TOOLS-MAIL MERGE again. Under item #3 click the
merge button to perform the merge.
10. Follow the Word instructions to complete the merge to a new document.

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