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    Mail Merge

    Uploaded by

    edward_sheed28
    The mail merge allows you to combine a main document with an Excel data source to automatically create individualized copies for each recipient by pulling in fields from the spreadsheet. The process involves preparing the data source, inserting merge fields into the main document, previewing the results, and then finishing the merge to either print or email personalized documents for each recipient listed in the data source.

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    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd

    Mail Merge

    Uploaded by

    edward_sheed28
    242 views25 pages
    The mail merge allows you to combine a main document with an Excel data source to automatically create individualized copies for each recipient by pulling in fields from the spreadsheet. The process involves preparing the data source, inserting merge fields into the main document, previewing the results, and then finishing the merge to either print or email personalized documents for each recipient listed in the data source.

    Original Description:

    Mail Merge sample

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    The mail merge allows you to combine a main document with an Excel data source to automatically create individualized copies for each recipient by pulling in fields from the spreadsheet. The process involves preparing the data source, inserting merge fields into the main document, previewing the results, and then finishing the merge to either print or email personalized documents for each recipient listed in the data source.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    242 views25 pages

    Mail Merge

    Uploaded by

    edward_sheed28
    The mail merge allows you to combine a main document with an Excel data source to automatically create individualized copies for each recipient by pulling in fields from the spreadsheet. The process involves preparing the data source, inserting merge fields into the main document, previewing the results, and then finishing the merge to either print or email personalized documents for each recipient listed in the data source.

    Copyright:

    © All Rights Reserved
    Download as DOCX, PDF, TXT or read online from Scribd
    Download as docx, pdf, or txt
    of 25
    At a glance
    Powered by AI
    The key takeaways are that mail merge allows you to send personalized letters or emails to multiple recipients by combining a main document with a data source list. It involves three documents - the main document, data source, and merged documents.

    The three documents involved in the mail merge process are the main document, data source, and merged document.

    The main steps of the mail merge process are: 1) Prepare the data source, 2) Start the mail merge, 3) Insert merge fields, and 4) Preview and finish the merge.

    WHAT IS THE MAIL MERGE?

    is the process of combining document design with a


    list to create multiple copies of document for each
    entry in the list.
    In business as well as in official matters, it is often needed
    to send letters with similar information to different people.
    Three documents involved in the
    mail merge process

    Your main document

    Your data source

    Your merged document


    Mail Merge Steps:

    Step 1: Prepare data in Excel for


    mail merge

    The most important step in the mail


    merge process is to set up and
    prepare your data. You'll use your
    Excel spreadsheet as the data
    source for the recipient list.
    Field Name
    Mail Merge Steps:
    Step 2: Start the mail merge

    2.1 In Word,
    choose File > New > Blank document
    Mail Merge Steps:
    2.2 On the Mailings tab, in the Start Mail
    merge group, choose Start Mail Merge, and then
    choose the kind of merge you want to run.
    Mail Merge Steps:
    2.3 Choose Select Recipients > Use an
    Existing List.
    Mail Merge Steps:
    2.4 Browse to your Excel spreadsheet, and
    then choose Open
    2.5 If Word prompts you, choose Sheet1$ > OK

    Excel spreadsheet is
    connected to the mail
    merge document you’re
    creating in Word.
    Edit your mailing list

    Edit your mailing list


    You can limit who receives your mail

    1. Choose Edit Recipient List


    Edit your mailing list
    2. In the Mail Merge Recipients dialog box, clear the check box next to
    the name of any person who you don't want to
    receive your mailing.
    Mail Merge Steps:

    Step 3: Insert a merge field

    You can insert one or more mail merge


    fields that pull the information from your
    spreadsheet into your document.
    Mail Merge Steps:
    To insert an address block for an envelope, a label, an
    email message, or a letter

    3.1.1 On the Mailings tab, in the Write &


    Insert Fields group, choose Address Block
    Mail Merge Steps:
    3.1.2 In the Insert Address Block dialog box,
    choose a format for the recipient's name as it will
    appear on the envelope.
    Mail Merge Steps:

    3.1.3 Choose OK.


    3.1.4 Choose File > Save
    Mail Merge Steps:

    To insert a greeting line in an email message or a letter

    3.2.1 On the Mailings tab, in the Write &


    Insert Fields group, choose Greeting Line
    Mail Merge Steps:

    To insert a greeting line in an email message or a letter

    3.2.1 In the Insert Greeting Line dialog


    box, you can change the salutation if
    necessary
    3.2.2 Choose OK
    3.2.2 Choose File > Save.
    Mail Merge Steps:

    To insert data from your spreadsheet in an email


    message or a letter

    3.3.1 On the Mailings tab, in the Write &


    Insert Fields group, choose Insert Merge Field.
    Mail Merge Steps:

    3.3.2 In the Insert Merge Field dialog box,


    under Fields, choose a field name (column
    name in your spreadsheet), and then choose
    Insert.
    Mail Merge Steps:

    3.3.3 Repeat step 2 as needed, and


    choose Close when done

    3.3.4 Choose File > Save.


    Mail Merge Steps:

    Step 4: Preview and finish the mail


    merge

    After you insert the merge fields you


    want, preview the results to confirm that
    the content is okay. and then you're
    ready to complete the merge process
    Mail Merge Steps:

    4.1 On the Mailings tab, choose Preview Results.


    Mail Merge Steps:

    4.2 Choose the Next or Previous record button to


    move through records in your data source
    and view how the records will appear in the
    document.
    Mail Merge Steps:

    4.3 In the Finish group, choose Finish & Merge, and


    choose Print Documents or Send E-mail
    Messages.

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