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CHNG 6.

MT S CHC NNG THNG DNG

6.1. TH TN
6.1.1. Trn th bng Mail Merge Wizard
Nu bn mun gi mt ti liu c cng ni dung n nhiu ngi nh giy
mi, thng bo, vi h tn, a ch, s in thoi ng vi tng ngi, th
bn c th s dng chc nng Mail Merge trong Microsoft Word, chc nng
ny cho php kt hp mt ti liu tnh (bc th) vi mt ngun d liu ng
bn ngoi (danh sch tn, a ch, s in thoi, )
Bn c th to v m mt bc th trc, ri dng lnh Mailings Start
Mail Merge Step by Step Mail Merge Wizard, gm 6 bc:
Bc 1: Chn kiu ti liu s lm vic

(a) Trong khung Select document type, chn mt kiu ti liu: Letters
(th tn), E-mail messages (thng ip in t), Envelopes (phong b),
Labels (nhn), Directory (danh mc).
Chn kiu ti liu no th khung bn di s c hng dn v kiu ti
liu . Ta chn Letters.
(b) Trong khung Step 1 of 6, nhp Next: Starting document khi
u ti liu.
Bc 2: Chn s khi u ti liu (chn bc th s trn)
(a) Trong khung Select starting document, chn:
Use the current document: dng ti liu hin hnh (ang hin th).
Nu cha c bc th no ang m th dng mt trong hai cch sau.

Start from a template: dng ti-liu-mu.


Nhp vo Select template trong khung bn di, hp thoi Select
Template xut hin, chn mt th, ri mt mu c sn trong th .
Start from existing document: dng ti liu tn ti trn a. Nhp
nt Open xc nh ng dn ca ti liu mun chn.
(b) Trong khung Step 2 of 6,
Nhp Next: Select recipients: chn ngi nhn th.
Nhp Previous: Select document type: tr li bc 1 la chn
li kiu ti liu.

Bc 3: Chn ngi nhn th


(a) Trong khung Select recipients
Use an existing list: dng mt danh sch c.
+ Nhp Browse: xc nh tp tin danh sch.
+ Nhp Edit recipient list: sa cha danh sch.
+ Nhp Select a different list: chn mt danh sch khc.
Select from Outlook contacts: chn danh sch trong th mc nhng
ngi lin h
Type a new list: to mt danh sch mi
Nhp Create: hp thoi New Address List xut hin:
+ Mu tin trng u tin trong danh sch c trnh by vi cc
trng m Word ngh. nu chp nhn cc trng ny, bn c
th g cc thng tin vo (cc Entry)
+ Nt New Entry: nhp mu tin mi.
+ Nt Delete Entry: xa mu tin ang hin th.
+ Nt Find: tm kim mu tin
+ Nt cnh tn trng: lc cc mu tin tha cc iu kin
hoc sp xp cc mu tin theo kha sp xp no .
+ Nu khng chp nhn cc trng m Word ngh, thit
lp cc trng ca danh sch theo ca bn, nhp nt Customize
Columns: hp thoi Customize Address List xut hin

Nt Add: to mt trng mi.


Nt Delete: xa trng ang chn.
Nt Rename: t li tn ca trng ang chn.
Nt Move Up v Move Down: di chuyn trng ang chn
ln hay xung, ngha l sp xp li th t cc trng ca danh
sch.

Gi s bn to ra mt danh sch c cc trng nh sau:

Nhp nt OK, ri nhp vo danh sch nh sau:

Nhp OK, bn lu danh sch ny ln a vi tn DSHS Lop2.mdb chng hn


Trong khung Use an existing list:
Select a different list: chn mt danh sch khc
Edit recipient list: chnh sa, chn lc cc mu tin trong danh
sch DSHS Lop2.mdb
(b) Trong khung Step 3 of 6,
Nhp Next: Write your letter: sang bc 4, vit th.
Nhp Previous: Starting document: tr li bc 2 chn li s
khi u ti liu.

Bc 4: Vit th
(a) Trong khung Write your lettter
Hy g th hoc chnh sa ni dung th nu bn cha vit xong.

thm thng tin ca ngi nhn vo


th, bn t con tr v tr thch hp
trong th v nhp vo mt trong cc mc
sau:
Address block: chn vo tn
h, a ch nh dng.
Greeting line: chn vo dng
vn bn cho hi nh dng.
More items: hp thoi Insert
Merge Field xut hin (chn mc
ny)
+ Trong mc Insert : chn
Database Fields (cc trng ca
c s d liu).
+ Trong hp Fields: chn mt trng, ri nhp nt Insert, chn
trng ny vo th, trng ny gi l trng trn (Merge Field), ri
nhp nt Close, sau li n trng khc:

(b) Trong khung Step 4 of 6,


Nhp Next: Preview your letters: sang bc 5.
Nhp Previous: Select recipients: tr li bc 3 chn li ngi
nhn th.

Bc 5: Xem trc cc bc th
(a) Trong khung Preview your letters : hin th mt trong cc bc th
trn. xem cc bc th khc, nhp vo nt hay nt
Nhp vo mc Find a recipient
tm kim cc bc th theo
mt tiu chun cho trc, hp
thoi Find Entry xut hin
Hp Find: g vo gi tr tm
kim.
Mc Look in:
+ All fields: tm kim gi tr trong mi trng.
+ This Field: nhp nt trong list box, chn trng trong danh
sch trng cha gi tr tm kim.
(b) Trong khung Make changes: thay i danh sch ngi nhn
Nhp mc Edit recipient list chnh sa ni dung danh sch.
Nt Exclude this recipient : loi b bc th ang hin th ra khi
danh sch cc bc th.
(c) Trong khung Step 5 of 6,
Nhp Next: Complete the merge: sang bc 6.
Nhp Previous: Write your letter: tr li bc 4.

Bc 6: Hon tt vic trn th


(a) Trong khung Merge:
Nhp mc Print : hp thoi Merge to
Printer xut hin, bn c th chn in: All (tt
c cc mu tin), Current record (mu tin hin
hnh), From ... To ... (mt phm vi cc mu
tin). Nhp nt OK, hp thoi Print xut hin,
bn xc nh cc ty chn v tin hnh in.
Nhp mc Edit individual letters : hp
thoi Merge to New Document xut hin,
tng t nh trn. Nhp nt OK, mt ti liu
c tn Letters1 c m ra cha tt c cc
bc th bn mun in, mi bc th l mt
section. Bn c th chnh sa ni dung ca
tng bc th, hoc chnh sa cho tt c
cc bc th, bn tr v ti liu ban u.
(b) Trong khung Step 6 of 6,
Nhp Previous: Preview your letter: tr li bc 5.

6.1.2. Trn th bng cch dng lnh


Tng t nh trn, c 6 bc thc hin:
Bc 1: Chn kiu ti liu
Lnh Mailings Start Mail Merge Start Mail Merge <kiu ti
liu>, xut hin danh sch cc kiu ti liu (Letters, Email Messages,
Envelopes, Labels, Directory).
Chn kiu ti liu l Letters, bn c th to v m mt bc th trc hoc
to bc th sau trong cc bc 1, 2, hay 3.

Bc 2: Chn danh sch ngi nhn


Lnh Mailings Start Mail Merge Select Recipients <trng hp>,
xut hin danh sch cc trng hp (Type New List, Use Existing List,
Select from Outlook Contacts)
Chn mt trng hp v thc hin tng t nh Bc 3 ca 6.1.1.
Lnh Mailings Start Mail Merge Edit Recipient List chnh sa,
chn lc cc mu tin trong danh sch.

Bc 3: Thm thng tin ngi nhn vo th


Tng t nh bc 4 trong 6.1.1.
Lnh Mailings Write & Insert Merge Field Address Block thm
thng tin bng cch nhp nt Match Fields, xut hin hp thoi Match
Fields, bn chn trng mong mun, ri nhp OK.
Lnh Mailings Write & Insert Merge Field Greeting Line chn
vo dng vn bn cho hi nh dng.
Lnh Mailings Write & Insert Merge Field Insert Merge Field
chn cc trng trn vo phong b.
Lnh Mailings Write & Insert Merge Field Highlight merge Fields
t sng cc trng trn trong phong b.

Bc 4: Xem trc cc bc th
Tng t nh bc 5 trong 6.1.1.
Lnh Mailings Preview Results Preview Results

Bc 5: Trn th v chm dt
Tng t nh bc 6 trong 6.1.1.
Lnh Mailings Finish Finish & Merge <trng hp>
Chn mt trong cc trng hp sau:
Edit Individual Documents: trn th v a vo mt ti liu c tn mc
nh l Labels1.
Print Documents: trn th v a ra my in
Send E-mail Messages: trn th v a ra e-mail

6.1.3. Trn phong b bng Mail Merge Wizard


Dng lnh Mailings Start Mail Merge Step by Step Mail Merge
Wizard, gm 6 bc:

Bc 1: Chn kiu ti liu s lm vic

(a) Trong khung Select document type, chn Envelopes (phong b).
(b) Trong khung Step 1 of 6 : Nhp mc Next: Starting document
chuyn sang bc 2.

Bc 2: Khi u ti liu, y l phong b.

(a) Trong khung Select starting document,


Mc Use the current document: dng ti liu hin hnh (ang l ti
liu trng Document3).
Mc Change document layout: thay i cch b tr ca ti liu, ta
chn mc ny.
Mc Start from existing document: bt u vi mt ti liu c.
(b) Trong khung Change
document layout, nhp mc
Envelope options, hp thoi
Envelope Options xut hin,
Ngn Envelope Options: n
nh cc ty chn v phong
b:
+ Hp Envelope size:
chn mt phong b c
kch thc cho trc.
nu mun x dng
phong b khng c sn,
bn chn mc Custom
size cui danh sch
phong b, v khai bo
chiu rng v chiu cao
ca phong b trong hp thoi Envelope Size.
+ Khung Delivery address: v a ch ngi nhn. Nt Font:
chn Font ch cho a ch ngi nhn. Hai hp From left v hp
From top n nh khong cch t vng a ch ngi nhn n
mp tri v mp trn ca phong b.
+ Khung Return address: v a ch ngi gi. Tng t nh trn.
Ngn Printing Options: n
nh cc ty chn v vic in n.
+ Mc Printer: my in,
c n nh bng lnh
File Print Printer
+ Khung Feed method:
phng php a phong
b vo my in. Chn
mt trong 18 phng
php.
+ Khung Feed from:
phong b c a vo
t: Automatically
Select: my in t ng
ly phong b trong ngn
u tin hoc ngn mc
nh; Tray 1: phong b ly t ngn mc nh; Manual Feed in
Tray 1: a phong b vo bng tay t ngn mc nh.
(c) Trong khung Step 2 of 6, nhp mc Next: Select recipients:
chuyn sang bc 3.

Bc 3: Chn danh sch ngi nhn


(a) Trong khung Select recipients:
Mc Use an existing list: dng danh sch c, ta chn mc ny.
Mc Select from Outlook contacts: chn cc ngi nhn th thng
qua danh sch nhng ngi tng lin h cho bi Outlook.
Mc Type a new list: to mt danh sch mi
(b) Trong khung Use an existing list: nhp mc Browse xc nh tp
tin dng lm danh sch.
(c) Trong khung Step 3 of 6: nhp mc Next: Arrange your envelope:
chuyn sang bc 4.

Bc 4: Sp xp phong b.

(a) Cng vic sp xp trn phong b gm:


G a ch ngi gi (Return address).
G a ch ngi nhn (Delivery address): trong khung Arrange your
envelope, nhp mc More items a cc trng trn (Merge fields) vo
phong b, nh HoTenCha, HoTenMe, Address. Bn cng c th thay i
kch thc vng a ch ngi nhn bng cc nt chnh sa.
(b) Trong khung Step 4 of 6: nhp mc Next: Preview your envelope:
chuyn sang bc 5.

Bc 5: Xem trc cc phong b

(a) Tng t nh bc 5 ca 6.1.1.


(b) Trong khung Step 5 of 6: nhp mc Next: Complete the merge:
chuyn sang bc 6.

Bc 6: Hon tt vic trn phong b


Trong khung Merge:
Nhp mc Print: tng t nh phn ny trong bc 6 ca 6.1.1.
Nhp mc Edit individual envelopes: tng t nh phn ny trong
bc 6 ca 6.1.1. Nhng ti liu c m s c tn l Envelopes1, thay v
Letters1.

6.1.4. Trn phong b bng cch dng lnh


Bc 1: Chn kiu ti liu
Lnh Mailings Start Mail Merge Start Mail Merge Envelopes,
hp thoi Envelope Options xut hin.
Thc hin tng t nh bc 2 trong 6.1.2.

Bc 2: Chn danh sch ngi nhn


Lnh Mailings Start Mail Merge Select Recipients <trng hp>,
xut hin danh sch cc trng hp (Type New List, Use Existing List,
Select from Outlook Contacts)
Chn mt trng hp v thc hin tng t nh Bc 3 ca 6.1.1.
Lnh Mailings Start Mail Merge Edit Recipient List chnh sa,
chn lc cc mu tin trong danh sch.

Bc 3: Thm thng tin ngi nhn vo phong b


Tng t nh bc 4 trong 6.1.1.
Lnh Mailings Write & Insert Merge Field Address Block thm
thng tin bng cch nhp nt Match Fields, xut hin hp thoi Match
Fields, bn chn trng mong mun, ri nhp OK.
Lnh Mailings Write & Insert Merge Field Greeting Line chn
vo dng vn bn cho hi nh dng.
Lnh Mailings Write & Insert Merge Field Insert Merge Field
chn cc trng trn vo phong b.
Lnh Mailings Write & Insert Merge Field Highlight merge Fields
t sng cc trng trn trong phong b.

Bc 4: Xem trc cc phong b


Tng t nh bc 5 trong 6.1.1.
Lnh Mailings Preview Results Preview Results

Bc 5: Trn phong b v chm dt


Tng t nh bc 6 trong 6.1.1.
Lnh Mailings Finish Finish & Merge <trng hp>
Chn mt trong cc trng hp sau:
Edit Individual Documents: trn phong b v a vo mt ti liu c
tn mc nh l Envelopes1.
Print Documents: trn phong b v a ra my in
Send E-mail Messages: trn phong b v a ra e-mail

6.1.5. To phong b
Lnh Mailings Create Envelopes
Hp thoi Envelopes and Labels xut hin, chn ngn Labels to nhn,
ngn Envelopes to phong b
Khung Delivery address: g a ch ngi nhn.
Khung Return address: g a ch ngi gi.
Omit: chn (khng chn) in (khng in) a ch ngi gi
Khung Preview: nhp m ngn Envelope Options ca hp thoi
Envelope Options.
Khung Feed: nhp m ngn Printing Options ca hp thoi
Envelope Options.
Nt Print: in trc tip ra my in.
Nt Add to Document: chn phong b vo ti liu, xem v hiu chnh.

Nt Options: m hp thoi Envelope Options, bn chn mt trong


hai th Envelope Options v Printing Options.

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