SERIENBRIEF IN WORD 2010 ERSTELLEN ANLEITUNG

The function to create form letters indigenous actually has from die beginning, und of kurse always offers wie the inhalt of a message ist always ns same, und only the recipient changes.

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But as long as there ist this function, as lang as over there are constantly uncertainties around how fields must it is in inserted, und how the charme source weil das the e-mail addresses und the salutation because now works exactly.



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In our write-up we explain step von step how kommen sie create form letters v Microsoft indigenous – Office 365 and what kommen sie look for.



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English

The function kommen sie create form letters word actually has from die beginning, und of prozess always offers wie man the inhalt of a message ist always the same, and only ns recipient changes.

But as lang as there ist this function, as lang as there are always uncertainties around how fields must it is in inserted, und how the charme source for the briefe addresses und the salutation because now works exactly.



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In our write-up we describe step von step how to create form letters with Microsoft indigenous – Office 365 und what zu look for.



In order zum Word kommen sie be able zu create form letters, it requirements a charme source / deal with list that can be accessed.

In this every necessary die info like:

salutationName zuerst NameHouse no.Postcode / town

be saved.

Basically, you kann sein use practically any database where the contacts are fairly organized. This kann sein be in Excel list, or bei Access database, or also your Outlook contact list. If you have not ready yet, you tun können set it up under Word, and then conserve it later as in Access file.

See picture: (click zu enlarge)


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Important:The main thing about the database ist that it has actually a clean structure. What does the mean an columns and lines already mentioned above? die info is organized.

For our example, we nur take in Excel list with fictitious names und addresses kommen sie illustrate. Below you tun können see how ns whole thing must be organized.

Of course, they are not nur set to the columns shown here, but you kann add as countless others as sie like. These will be obtainable later bei the selection von merge fields.

See picture: (click kommen sie enlarge)


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If you so want kommen sie work through such in Excel perform later, it is best kommen sie save it under a correspondingly clear nennen on your computer if you later need the again.

It certainly can not hurt kommen sie keep her contacts bei a well-organized location.


In order zum Word kommen sie be able zu create form letters, it needs a dünn source / resolve list that can be accessed.

In this every necessary information like:

salutationName first NameHouse no.Postcode / town

be saved.

Basically, you can use virtually any database where the contacts are sensibly organized. This kann sein be bei Excel list, or an Access database, or also your Outlook call list. If you schutz not all set yet, you can set it trost under Word, and then conserve it later as in Access file.

See picture:


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Important:The main thing about die database ist that it has actually a clean structure. What does the mean in columns und lines currently mentioned above? die info is organized.

For ours example, we just take in Excel list through fictitious names and addresses kommen sie illustrate. Right here you tun können see how the whole thing need to be organized.

Of course, they are not nur set to ns columns shown here, yet you kann add as plenty of others as freundin like. These wollen be obtainable later in the selection von merge fields.

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See picture:


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If you also want to work through such in Excel perform later, it ist best to save that under a correspondingly clear benennen on your computer system if you later need it again.

It certainly tun können not hurt to keep your contacts an a well-organized location.


2. Insert die merge fields an the recipient field
2. Insert the merge fields bei the receiver field

Now the we have completed a data source, we kann already anfang creating our form letter.

So that ns address ar sits whereby it zu sein supposed to sit, and later (for the mailing) fits into in envelope through a viewing window, us set ns margins bei the layout as follows:

Above: 4.5 cmLeft: 2.5 cmRight: 2.5 cmBelow: 2.0 cmGutter: 0.0 cmGutter position: leftOrientation: Portrait

First, we’ll set ns previously created dünn source.

To execute this we go to the “Shipments” tab und select “Recipient” and then “Use existing List” again. An the adhering to dialog window, simply choose your created list, und then confirm bei the second window that our columns oase headers.

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As a following step, we wollen insert our unify fields, beginning with die field “Salutation”, und then listed below accordingly:

first nameSurnameStreet, residence numberPostcode / town

For this us go again in the tab “shipments” top top “merge field insert” und select over there “salutation” from.

Here you can deshalb immediately see which merge areas are available. Namely exactly which von the shaft headings des our dünn source are die same.

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When ns recipient field is finished, die placeholders des our obelisk headers möchte be everywhere, and Word wollen automatically fill them with die corresponding entries.

See picture: (click to enlarge)


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Now the we schutz completed a data source, we kann already anfang creating our form letter.

So that die address field sits wherein it is supposed zu sit, und later (for die mailing) fits into bei envelope through a viewing window, us set die margins an the layout together follows:

Above: 4.5 cmLeft: 2.5 cmRight: 2.5 cmBelow: 2.0 cmGutter: 0.0 cmGutter position: leftOrientation: Portrait

First, we’ll set ns previously created säule source.

To perform this us go to the “Shipments” tab and select “Recipient” and then “Use currently List” again. An the adhering to dialog window, simply select your produced list, and then confirm an the 2nd window the our columns schutz headers.

See picture:


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As a next step, we wollen insert our unify fields, beginning with ns field “Salutation”, and then below accordingly:

first nameSurnameStreet, home numberPostcode / town

For this we go again in the tab “shipments” top top “merge field insert” und select there “salutation” from.

Here sie can deshalb immediately lakers which merge fields are available. Namely exactly which des the tower headings of our data source are die same.

See picture:


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When die recipient field zu sein finished, ns placeholders of our pillar headers will be everywhere, and Word wollen automatically fill them with die corresponding entries.

See picture:


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3. Collection rules zum salutation
3. Set rules zum salutation

After we schutz inserted our letterhead with die appropriate merge fields und the subject, now comes the point where ns salutation is concerned.

Now you could nur type bei “Dear teacher / Madam”, yet that looks rather unprofessional and is so impersonal. The belästigung now emerging ist “How must Word recognize who man and who is a woman” und then adjust the salutation accordingly?

The solution is that we collection rules zum it. We execute this (similar kommen sie Excel) with a “if – climate – else” rule.

To do this, us go zurück to die “Shipments” tab and click top top “Rules” and select “If … then … Otherwise …”.

Here we kann say: IF ANREDE = Mr. / then = too ~ Mr. / others = dear Mrs.

Of course, freundin can deshalb extend this, which is especially helpful if there ist no certain contact person and, weil das example, you address in organization or a company.

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Then you could set in additional ascendancy that says: IF ANREDE = north / climate = Dear teacher or Madam, or IF ANREDE = company / climate = Ladies and Gentlemen. Und the else rule nur leave blank.