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Bill sample word for Customer Service

in this video we're going to use Microsoft Word mail merage to populate a customer bill now once again the key element to completing a successful mail marriage is your underlying table and in this case our underlying table is called class address table it is an Excel file that top row or the header Row in database tool it's called field names and those field names describe the records directly beneath them and in this case those eight records or eight rows are the names and addresses of our eight customers that will that will be receiving an electric bill once again top row are field names and each row beneath is commonly referred to as a record and those records are described by their field names in this case in row four our customer's first name is sha his last name is Du he lives at 38 Angel road which is his address his city is Nar it state is Rhode Island is zip the from date is the beginning point of his bill on September 1st 2013 the two point is the end point of his bill so he's being builded from September 1st through September 30th 1027 represents the pay by date this is the date that Shan should pay his bill by his account number is three his usage is150 and the amount that he owes is $150 but once again this is the key component to our mail merage it's our underlying table which is called class address table next we want to take a look at our billing template which happens to be a Microsoft Word document the template is called National Grid and once again it's a Word document it is a table click over here you can see our entire table is selected we have some boilerplate information in our first column there information about National Grid the fact that the bill is an electric bill we have National Grid web address customer service number and also their credit number we also have some blank space that we're going to populate with the customer's name and address service for and we're going to populate the customer's first name last name here address information and the second and third lines in this cell here where we have billing period we're going to have the starting off point for the bill to the end point for the bill we're going to be listing the customer's account number the date that he or she must pay the bill by and lastly the actual bill amount so let's begin to populate a billing template all we go about that is that we're going to use mail merge we're basically going to populate into this document the information from our underlying table first step is to click on the mailings tab next Point come over to start mail merge hit the down arrow and we're going to click on normal Word document next we're going to select the recipients at the down arrow and we're going to use an existing list which is another way of saying that we have already created our underlying table so we're going to click on use existing list and then we're going to browse for our underlying table we found our underlying table which is called class address table click on open next what we want to do is click on edit our recipient list we want to make sure that the proper list has been brought in as you can see here this is the correct name of the table these are our field names all of our field names are listed so we should be set to go click on okay and now come back into our document we're going to go into this cell right here directly underneath service 4 and what we're going to do is come over to this icon right here where it says insert merge field hit the down arrow we're going to click on first name H the space bar click insert merge field again and then click on last name in the cell directly beneath we're going to come back to insert merge field click on address hit the space bar once give us that a little bit of space come back to insert merge field and then click on apartment come down to the next cell insert merge field and we're going to click on City hit the space bar then we're going to insert State hit the space bar and then insert a zip next we're going to go up to our billing period and in this spot right here where the cursor is blinking we're going to click on insert merge field and we're going to click on the field from our underlying table that says from we're going to click on this cell right here go back to insert Mage merage field and then click on the field name two it's our end point for the bill next directly underneath account number we're going to place from the underlying table the Field named account directly underneath please pay by we're going to insert the field pay by this is the date that the bill is is due and lastly in this cell directly beneath a mount do we're going to insert the field name amount do and what we what you're going to notice here is that our field names from the underlying tables all have brackets surrounding them a first name last name address apartment city and state those brackets signify a field name our account is a left bracket closing bracket pay by so our field names have brackets surrounding that we've inserted from our underlying table but what you usually want to do is actually preview your results to make sure you have the proper spacing and to make sure you haven't made a mistake so you can click on preview results and lo and behold your bill begins to appear here's the first record can be a 9 Smith Street Providence Rhode Island billing period from 91 through 9:30 he account number one he needs to pay his bill by 1027 and the amount due is $100 this Arrow over here would give you your next record on clicking it we only have eight records and you can see that all of the information has been brought up at this point in time what we're going to do is click on finish mail merge hit the down arrow here I like to usually take another look at the results so you're going to click on edit individual document you have the ability to merge to a new document all the bills click on okay what you can see is that you would have bills for all eight customers a separate bill for each of our eight customers you can send this information then to a printer and we are all set to go thank you