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Instructions Merging Letters

The document provides instructions for using mail merge in Microsoft Word to send personalized application letters to multiple recipients. It involves drafting a letter template, creating a list of recipient details, and then merging the letter with the recipient list to automatically generate individualized letters for each person on the list. The mail merge process is completed by previewing the letters, finishing the merge to generate one document with all letters, and then saving the final output file.

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46 views2 pages

Instructions Merging Letters

The document provides instructions for using mail merge in Microsoft Word to send personalized application letters to multiple recipients. It involves drafting a letter template, creating a list of recipient details, and then merging the letter with the recipient list to automatically generate individualized letters for each person on the list. The mail merge process is completed by previewing the letters, finishing the merge to generate one document with all letters, and then saving the final output file.

Uploaded by

anon_853164953
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MAIL MERGING INSTRUCTIONS (TO BE DONE by PARTNER)

1. Draft​ an ​application letter​ in a word file.


2. List down​ all the possible companies and their HR Heads (at least ​10​).
3. Press ​ctrl+N​ to open new word document.
4. Type​ the ​date​ today.
5. In the document leave ​3single spaces​ from the date.
6. Add more ​5 single spaces​.
7. Press​alt+Tab​ and select the window which has the draft of your letter.
8. Press ​ctrl+A​, then ​ctrl+C.
9. Press ​alt+Tab​ again and select the window of your document for today’s task.
10. Press ​ctrl+V​after the ​8 single spaces​ from the date​.
11. Go back to the ​3 spaces​ after the date.
12. On your task bar click ​MAILINGS.
13. Click ​START MAIL MERGE ICON
14. Click ​LETTERS ICON.
15. Click ​SELECT RECIPIENTS ICON.
16. Click ​TYPE A NEW LIST ICON.
17. After clicking type a new list icon,
this will appear.
18. Click ​CUSTOMIZE COLUMNS BUTTON
anddelete all the field names after the
field name ‘​CITY​’.
19. In every confirmation box,
click ​YES​.
20. After deleting them, click ​ADD BUTTON
Encode the word ​‘Position’​ and click ​‘OKAY’​.
21. Click ​MOVE UP BUTTON​four times​(4X)​and click ​‘OKAY’​.
22. ENCODE​ the ​DETAILS ​you have listed in your draft.
23. After encoding one entry, click ​NEW ENTRY BUTTON ​and ​REPEAT #22​until you are done
encoding all the data.
24. After encoding all the entry details, click ​‘OKAY BUTTON’ ​(beside ​CANCEL button​) and
SAVE your file​ with the file name: ​MY TARGET COMPANIES_LAST NAME​ (your last
name!).
25. Click ​SELECT RECIPIENTS BUTTON​ and click ​USE AN EXISTING LIST BUTTON​.
26. SELECT​your ​SAVED LIST ​and click ​‘OPEN’​.
27. Click the ​CURSOR​ on the 3​ rd​​ space​ after the date.
28. Click ​INSERT MERGE FIELD BUTTON​(IMF) and Click ​TITLE​ (Then, hit ​SPACE BAR
once).
29. Click IMF button again and click ​FIRST_NAME​ (SPACE BAR).
30. Click IMF button again and click ​LAST_NAME​ (click ARROW DOWN KEY once).
31. Click IMF button again and click ​POSITION​ (click ARROW DOWN KEY once).
32. Click IMF button again and click ​COMPANY_NAME​ (click ARROW DOWN KEY once).
33. Click IMF button again and click ​ADDRESS_LINE_1​ (COMMA [,] + SPACE BAR).
34. Click IMF button again and click ​CITY​.
35. On the 2​nd​ space after the ​<<City>>​, insert ​GREETINGS (don’t encode this)​ by clicking the
GREETING LINE BUTTON​.
36. Then, click ​PREVIEW​. If your letters are ready for print, click ​FINISH & MERGE BUTTON
and select ​EDIT INDIVIDUAL DOCUMENTS BUTTON​.Click ​OKAY​.
37. Then on the ​FINAL DOCUMENT FILE​, ​SELECT​ the ​NAMES of the ADDRESSEES​ and
make them ​BOLD (ctrl+B).
38. Save​ the Final Document Output in this name format: ​LAST NAME/s​ MERGE
APPLICATION LETTERS​.
39. FIN​.

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