Word - Advanced mail merge (Field code) Tutorial

In this video, you will learn about advanced mail merge using field codes.
The video covers how to add a comma to the mileage field in a mail merge by using field codes and switches.
Field codes are placeholders for data that Word adds automatically, and they can be used for things like page numbers and automatic tables of contents.
By using a switch called a picture switch, you can format the numbers in the merge field to include a comma.
This technique goes beyond the basic mail merge commands and allows for more customization.
Understanding and using field codes can enhance your mail merge skills and give you more control over the formatting of your documents.

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Available in Microsoft365

Objectifs :

This course aims to enhance your understanding of mail merge in Microsoft Word, specifically focusing on the use of field codes to format data, such as adding commas to numerical fields. By the end of this course, you will be able to utilize field codes effectively to customize your mail merge outputs.

Chapitres :

Introduction to Mail Merge
Mail merge is a powerful tool in Microsoft Word that allows you to create personalized documents for multiple recipients. If you frequently use mail merge in your business, this course is tailored for you. While the basic functions are straightforward, there are advanced techniques that can enhance your results.
Understanding Field Codes
Field codes are placeholders in Word that allow for dynamic content generation. They are not limited to mail merge; they also include elements like page numbers and automatic tables of contents. By default, field codes are hidden, but you can toggle their visibility using the keyboard shortcut ALT + F9.
Using Field Codes for Number Formatting
One common issue with mail merge is the formatting of numerical fields, such as the mileage field, which may not include commas. To address this, you can use field codes to apply specific formatting. The basic field code for mileage is MERGEFIELD Mileage. To add number formatting, you need to include a switch in the field code.
Applying a Picture Switch
To format the mileage field with commas, you will type a switch directly in the field code. After 'Mileage', press space, then type '\#' followed by a space. In quotation marks, enter '###,###'. This switch tells Word how to format the numbers. After making these changes, press ALT + F9 to view the field code and F9 to update it, revealing the formatted result with commas.
Exploring Field Code Documentation
For further learning, you can access documentation that details various field codes, their properties, and available switches. This resource provides examples and guidance on how to effectively use field codes in your documents.
Conclusion
Field codes may not be necessary for everyone, but they are invaluable for those looking to customize their mail merge outputs beyond basic commands. By investing time in understanding and experimenting with field codes, you can significantly enhance the quality of your documents.

FAQ :

What is the purpose of using field codes in mail merge?

Field codes allow users to customize how data is displayed in a mail merge, such as formatting numbers with commas or other specific styles that are not available through standard Word commands.

How do I toggle field codes on and off in Word?

You can toggle field codes on and off by pressing the keyboard shortcut ALT + F9. This will switch between viewing the field codes and their results.

What is a picture switch in Word?

A picture switch is a specific type of switch used in field codes that allows you to define how numbers should be formatted, such as adding commas or other formatting options.

Can I use field codes without any coding knowledge?

While basic use of field codes can be done through Word commands, more advanced formatting and customization may require some research and experimentation with coding techniques.

Where can I find more information about field codes in Word?

You can find detailed information about field codes, including their properties and available switches, in the Microsoft Word documentation or reference links provided within the application.

Quelques cas d'usages :

Customizing Invoice Formats

A business can use field codes in mail merge to customize invoice formats, ensuring that numerical values such as totals and taxes are displayed with commas for better readability.

Creating Personalized Letters

Using mail merge with field codes, a company can create personalized letters that include formatted dates and numbers, enhancing the professionalism of their correspondence.

Generating Reports with Specific Formatting

Field codes can be applied in generating reports where specific number formats are required, such as financial reports that need to display figures with commas for thousands.

Automating Marketing Campaigns

In marketing, field codes can be used to automate the creation of personalized emails that include formatted data, improving engagement and clarity for recipients.

Streamlining Data Entry Processes

Field codes can help streamline data entry processes in organizations by allowing users to format and display data correctly in bulk documents, reducing errors and improving efficiency.

Glossaire :

Mail Merge

A process in Microsoft Word that allows users to create multiple documents at once by combining a template with a data source, such as a list of names and addresses.

Field Code

Placeholders in Word that represent data to be inserted automatically, such as merge fields, page numbers, or tables of contents. They can be toggled on and off using the keyboard shortcut ALT + F9.

Switch

A code added to a field code that modifies its behavior or appearance, such as formatting numbers in a specific way.

Picture Switch

A type of switch that provides a specific format for displaying numbers or other data in Word, using placeholders represented by number signs.

Placeholder

A symbol or text in a document that indicates where specific data will be inserted, such as the number signs in a picture switch.

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then this course is for you.

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Everything is okay with it except for one thing,

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the mileage field doesn't have a comma.

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It may seem like small thing,

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but to get that comma,

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we need to go beyond the basic mail merge commands.

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When you turn off Preview Results,

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you see the mail merge fields

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that generated the merged text.

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Now press Alt + F9,

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and you see the code that generated the merge field,

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called field code.

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Field codes are place holders for data

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that you want Word to add automatically.

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They're not just used for merge fields.

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Field codes are also used for things like page numbers

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and automatic tables of contents.

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By default, field codes are hidden from view,

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though with the keyboard shortcut ALT + F9,

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you can toggle between viewing the field codes

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and their results.

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In most cases you never have to deal with field codes

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because Word adds them automatically

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when you click commands,

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such as Insert Merge Field and Greeting Line.

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So why do we ever have to deal with field codes?

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Because there's some properties you can't get to

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with Word commands alone.

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And one of them is merge field number formatting,

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which will give us commas in numbers.

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The field code MERGEFIELD Mileage

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adds the mileage merge field at that's all.

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If you want to use a different number formatting,

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you need to use something called a switch.

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And you do that by typing the switch code

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directly in the field code.

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Click after Mileage, press space,

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backslash, number sign, and space.

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Then in quotation marks, type three number signs,

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comma, and three more number signs.

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This is called a picture switch,

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a switch that provides a picture

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of how you want Word to format the numbers.

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The number signs inside the quotes

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are placeholders that Word replaces with numbers.

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Press ALT + F9 and press F9

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to update the field code

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and preview the results.

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And there's the comma.

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Now press ALT + F9 and let's take a look

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at that field code.

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Field codes are made up of a field name,

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properties, and optional switches.

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To learn more about a particular field code,

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you can check the reference documentation link.

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The merge field of reference

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shows you how to use the field code,

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lists the switches you can use with it,

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and provides examples.

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This webpage lists all the field codes in Word

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and provides links to the references for each one.

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As you probably figured out,

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field codes are not for everybody.

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To use them, you'll need to spend some time researching

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and experimenting with coding techniques.

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But if you need to go beyond the basic mail merge commands,

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then field codes are your ticket.

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