Prompt
Πώς Να Επιλέξτε Επαφές του Outlook για Συγχώνευση Αλληλογραφίας Στο Microsoft Word;
How To Select Outlook Contacts for Mail Merge in Microsoft Word?
Με το Microsoft Word μπορούμε να δημιουργήσουμε ομαδικές Επιστολές (Letters) που περιέχουν μια συγκεκριμένη δομή και σώμα κειμένου και διαφορετικές προσωπικές πληροφορίες για κάθε Παραλήπτη. Μια λειτουργία που ονομάζεται Συγχώνευση Αλληλογραφίας.
Όπως έχω αναφερθεί, η Συγχώνευση Αλληλογραφίας (Mail Merge) χρησιμοποιεί τα εξής δύο στοιχεία.
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Το Κυρίως Έγγραφο (Main Document), που περιέχει το κείμενο και όλα τα άλλα αντικείμενα τα οποία θέλουμε να επαναλαμβάνονται σε κάθε Επιστολή (Letter).
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Το Αρχείο Προέλευσης Δεδομένων (Data Source File), που περιέχει τις πληροφορίες των παραληπτών, δηλαδή τα στοιχεία που θα αλλάζουν σε κάθε Επιστολή (Letter). Για παράδειγμα, Όνομα (Name), Διεύθυνση (Address), Ταχυδρομικός Κώδικας (Zip Code) και άλλα πολλά.
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Όλες οι πληροφορίες σχετικά με έναν συγκεκριμένο Παραλήπτη (Recipient) στο Αρχείο Προέλευσης Δεδομένων (Data Source File) είναι μία Εγγραφή Δεδομένων (Data Record).
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Σε κάθε Εγγραφή (Record), μία μοναδική πληροφορία στο Αρχείο Προέλευσης Δεδομένων (Data Source File), όπως το Όνομα (First Name) ή το Επίθετο (Surname) ονομάζεται Πεδίο (Field).
Σε αυτήν την ανάρτηση θα περιγράψω Πώς Να Επιλέξουμε Ως Αρχείο Προέλευσης Δεδομένων Επαφές του Outlook για τη Συγχώνευση Αλληλογραφίας.
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How To Select Outlook Contacts as a Recipients List for Mail Merge in Microsoft Word?
With Microsoft Word we can create group Letters that contain a standard body text structure and different personal information for each Recipient. A feature that is named Mail Merge.
As mentioned, Mail Merge uses the following two components:
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The Main Document, which contains the text and all the other objects that we want to repeat in each Letter or Document.
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The Data Source, which contains the recipient information, that is, the items that change in each letter. For example, name, address, zip code, and more.
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All information about a specific Recipient in the Data Source is a single Data Record.
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In each record, a single information in the Data Source, such as the first name, or last name, is called a Field.
In this post I will describe How To Select Outlook Contacts as a Data Source. Just keep on reading the post below.
We must select the Select Recipients command from the Start Mail Merge area of the Mailings tab, as shown in the image below. Here we can Choose The List Of People You’d Like To Send Your Documents. You Can Type A New List, Use An Existing List Or Select Outlook Contacts.
In the next image I have selected the command Select Recipients and from the drop-down menu I selected the command Choose From Outlook Contacts.
Once the Choose From Outlook Contacts command is selected, the Choose Profile dialog box appears, where we must select to choose an existing Profile Name. We just open the drop-menu and select the Profile Name that we want to use our Outlook Contacts as our Data Source for the Mail Merge.
In the Choose Profile dialog box, if we click on the button Options, the dialog box expands where we can activate the command Set As Default Profile, activate the command Prompt For A Profile To Be Used. We also have available the New button, so we can create a New Profile. We have available the Properties button, where we can view the Properties of the selected Profile and we have the Delete button, which will Delete the Profile.
Depending on which Profile we selected, the Select Contacts dialog box will appear either way, but under Select A Contact Folder To Import, the area will be different for each us. In my example, with the Profile that I selected I have three different Contact Folder to select.
In the following image, I selected the second Contact Folder from the above example, where then the Mail Merge Recipients dialog box appears. Here we can see all the Fields of our Data Source. Once we have finished with Editing the Mail Merge Recipient List, we just press the Ok button at the bottom right corner of the dialog box.
The Mail Merge Recipients dialog box Is The List Of Recipients That Will Be Used In Our Merge. We can Use The Checkboxes To Add Or To Remove Recipients From The Merge. We can also Refine the Merge List by using the Sort, Filter, Find Duplicates, Find Recipients and Validate Address commands. All of these have been explained in a previous post of mine, where you can find here.
Our List of Contacts from Microsoft Outlook is now ready for the Mail Merge part.
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