Personalize Word documents with the Mail Merge toolbar
Word's Mail Merge feature isn't just for creating form letters and address labels; you can use it to quickly personalize virtually any document--no matter how many copies you need to send or print.
For example, suppose you are compiling a set of handouts for
a seminar and would like to add a page that welcomes each participant by name
to the event. You have created a list of the participants in an Excel file
(called Seminar Attendees) with the following column field headers: Attendee_Name, Telephone_No., and E-mail_Address. Follow
in your Word document where you want the attendee's name to appear on the first
page of the handouts.
the toolbar area and select Mail Merge to display the Mail Merge toolbar.
the Mail Merge toolbar, select the Open Data Source button.
to the Seminar Attendees file and click Open.
the name of the worksheet that contains the data.
the First Row Of Data Contains Column Headers check
box, and click OK.
the Insert Merge Fields button in the Mail Merge toolbar.
Attendee_Name, Insert, and then Close.
the Merge To Printer button.
Word will print a personalized set of handouts for each
If you learn that two people on the list cancelled, there is
no need to have Word print their handouts. Before printing, click the Mail
Merge Recipients button in the Mail Merge toolbar, and clear the check mark
from the records of the people who will not attend the seminar.
Create an Excel chart that automatically updates with new data
If you add a row
or two of data to your spreadsheet, you can easily update the Excel chart
pertaining to that data by changing the chart's data range. However, if you
find yourself continually changing the data range, you may want to set up the
chart so that it automatically updates as new data is added.
Suppose you are
keeping track of the maximum temperature for each day in April. You have
entered the first two dates for April in Column A, which contains the field
name Date in A1. The corresponding temperature for each day will appear in
Column B, which contains the field name Temperature in B1. Thus, you enter 55
in B2 for 4/1/06
in A2, and 60 in B3 for 4/2/06
in A3. You select A1:B3, and create a chart for Maximum Daily Temperatures for
April. To have the chart update automatically as each new row is added daily,
follow these steps:
to Insert | Name| Define.
Date in the Names In Workbook text box.
the following formula in the Refers to text box:
Temperature in the Names In Workbook text box.
the following formula in the Refers To text box:
Add and then OK.
on the chart, and then on the data series.
the formula in the formula bar to the following:
The chart will
update automatically each day with a new temperature. Be sure you don't use
Columns A and B for any other data; otherwise, COUNTA will return an incorrect
Obtain quarterly records in Access with the DatePart function
IT managers often want to know data points about a
particular quarter. If you need to retrieve this information, you can use a
Between expression in a query's Criteria field to find all Access records
between a range of dates, such as Between #4/1/2005# and #6/30/2005#. Another
alternative is to use the DatePart expression, which
lets you find all records for a quarter.
Let's say you need to obtain a listing of all
employees who were hired the second quarter of 2005. To obtain the answer using
the DatePart function, follow these steps:
- Open the Employees
database and click Queries under Objects in the Database Windows.
- Click New and then OK.
- Select the Employees
table from the list, and then click Add.
- Double-click the
Employee ID, First Name, and Last Name fields from the Employees table
- Click in the next blank field cell and enter the following
Quarter: DatePart("q",[Hire Date])
2 in the Quarter field's criteria cell.
in the next blank field cell and enter the following expression:
Year: Year([Hire Date])
2005 in the Year field's Criteria cell. Then, simply save and run your
can also use the DatePart and Year expressions in a
parameter query and allow users to enter the quarter and year themselves.