Microsoft Word online training course

Word lesson 23, Directory and Catalog merging

Merging directory (2003 and XP)

We can merge data to one document, like a memberlist, productlist a catalog, etc.
To print lists from a table on labels we also use the "Mail Merge" function.

To start Mail Merge we click on "Tools", "Letters and Mailings", "Mail Merge Wizard" in the menubar.
This will open the "Mail Merge Wizard" in the task pane.
In this example we are going to print a directory, so we will choose for "Directory" and click on "Starting document".

In step two of the wizard we choose to "Use the current document", and we will click on "Next: Select recipients".

In step three of the wizard we have a few choices:
1. Use a existing list
2. Select from Outlook contacts
3. Type a new list

We choose for "Use a existing list", and click on "Browse".

This time we choose for a Access datafile as a database.
Select the database on your computer and click on "Open".
Because a Access database can contain multiple tables, you need to select the table in the next window (We choose the products table in this example), and click on "Ok".

Because we want to show each item in our list we click on "Ok" in the next window.
In the task pane we click on "Next: Arrange your directory", to continue to step 4.

In step four we first place our cursor inside the document where you want to display the data, and we type a title for the data that we will show.
Click on "More items".
We select the item from our table and click on the "Insert" button.
We push the "Enter" key on our keyboard to jump to the next line in our document.
Once again we will type a title for the information from our table.
We click on "More items" and select the second item we want to show in our list.

We repeat this until all data is included in our document.
To create some space between two items push the "Enter" key a few times on your keyboard.

arrange your directory
You can if you want to format the inserted items and the text you have entered to your choice.
To do this you need to use the "Formatting" toolbar.

Click on "Next" in the task pane to see an example.
If you are satisfied, you will click on "Complete the merge" in the task pane.

In step six click on "To new document".
The result will look something like this:

directory merge example
Click on "File" and "Save" in the menubar if you want to save the list.

Merging catalog (2000 and 97)

To combine data into one document like in for example a catalog in Word 2000 and 97 we will choose "Tools" and "Mail Merge" from the menubar.

This will open the "Mail Merge Helper" window.
In the "Main document" section we click on "Create" and choose for "Catalog".

mail merge helper
In the next window you will choose "Active window" or "New main window" it doesn't matter.

In step two click on "Get Data" in the "Mail Merge Helper" window and choose for "Open data source" because we will retreive our data from a database in Access this time.

Select the database and click on "Open".
Choose the table or query from your Access database which you want to use for your catalog in the next window.
In the popup that opens where Word will mention it didnt find any merge fields, you just click on the "Edit main document" button.

In the document you type a title for the information we are about to display.
Click on "Insert Merge Field" in the "Mail Merge" toolbar.

insert merge field
Choose a item from the dropdown.

choose item
Repeat this for each item you want to show in your list.
And if you want format each item according to your own needs.

choose remaining items
When all items have been added you push the "Enter" key a few times on your keyboard to create some blank lines between the different items in our list.

When you are done merging the documents together you click on the "Merge" button in the "Mail Merge" toolbar.

mail merge toolbar
Choose "New document" when you click on "Merge to" section.
Next click on "Merge".

merge options
And the result: