Mail merge
- 1. Mail Merge Getting started with Mail Merge…
- 2. What is Mail Merge? • In business as well as personal matters it is often required to send letters with similar information to different people. The letters require the name and address of each recipient to be printed on the top. Changing the address each time would be a very long process and a wastage of time and efforts. MS Word provides a useful feature of mail merge to create and print multiple copies of a document , address labels and envelopes , etc. in one go. • Mail Merge involves three basic steps – creating a main document, specifying a data source and merging the data source with the main document.
- 3. Main elements of Mail Merge: Some of the Main elements used for a Mail Merge are: Main Document- The main document is the letter that you wish to send to multiple recipients. Data Source- Data source consists of a mailing list. This data is organized in a tabular form along with the field names . For example– first name, last name, address, city ,state, country , contact number ,etc. The data source is associated with the main document so that its field names can be used in the main document, and it becomes easy to merge addresses with the main document. Merge document is created by merging the main document with the data source fields.
- 4. Creating A Main Document To create a main document, follow these steps: Create a new document and type a letter or open an existing letter that you want to send to different people at their respective addresses. Click on the mailing tab , in the start mail merge group , click on the start mail merge drop down arrow and select the step by step mail merge wizard option. The mail merge task pane appears on the right side of the application as shown in the figure here.
- 5. Now, select the letter radio button from the ‘select document type’ section Click on the next: Starting document (wizard step) under the ‘step1 of 6’ section at the bottom of the task pane. A new task pane appears on the screen as shown in the figure. Click on the use the current document radio button under the ‘select starting document’ section. Click on the next: Select recipients under the ‘step 2 of 6’ section. Another task pane appears showing options for the defining recipients list
- 6. Creating A Data Source To create new data source or address list, follow these steps: Select the Type new list radio button under the ‘select recipients’ section in the mail merge task pane and click on the create option. The new address list dialog box appears on the screen as shown. Click on the customise columns button to add or remove fields. Enter data in the respective fields and click on the new entry button located at the bottom left of the dialog box. Enter the records of the people to whom you want to send the letter. Click on the OK You will get the save address list dialog box. Specify a name in the file name: test box and click on the save button.
- 7. The mail merge recipients dialog box, which displays the details of all the records added by you, will appear. To change any detail, you can select the name of the address list that you have created in the data source box. Noe, click on the edit button located below the data source box. The edit data source dialog box appears where you can make the required changes. When you are through, click on ok. You asked to update the address list. Click on yes to continue. Now, click on Next: Write your letter (wizard step)under the ‘step 3 of 6’ section in the mail merge task pane.
- 8. Merging Address Block To merge an address block in your document, follow your steps: Place the cursor at the position where you want to insert the address block. Click on the Address block option in the ‘write your letter’ section. The insert address block dialog box appears in the shown in figure. Select any desired format in which you want to insert the address block. You can preview the format in the preview section of the dialog box. Click on ok You observe that <<AddressBlock>> is displayed in your document. Now, to insert the salutation in your document, you can click on the greeting line option below the address block option in the ‘write your letter’ section.
- 9. The Insert Greeting Line dialog box appears. Select on any desired format and click on OK.
- 10. Viewing the Merged Data You can now preview your letters with the merged address block by following steps: Click on Preview your letters(wizard step) under the ‘step 4 of 6’ section. The first letter with the merged address block will be displayed. Click on the next record button in the preview your letters section to view the next letter.
- 11. Printing The Merged Letters You can now take the printouts of your letter with the merged address block from the data source
- 12. So, Through this P.P.T we have known how to create a Mail Merge -Made by Bhavya Singh