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MSWord - Mailmerge Lecture Notes

Mail merge allows creating personalized letters, labels, or envelopes from a main document and recipient list. It involves a main document and a data source file containing recipient fields like name, address, etc. The wizard guides the user through selecting the data source and main document, arranging the first record, and merging the data source fields throughout the main document to create individualized outputs.

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Arabella Libron
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Download as PDF, TXT or read online on Scribd
84 views

MSWord - Mailmerge Lecture Notes

Mail merge allows creating personalized letters, labels, or envelopes from a main document and recipient list. It involves a main document and a data source file containing recipient fields like name, address, etc. The wizard guides the user through selecting the data source and main document, arranging the first record, and merging the data source fields throughout the main document to create individualized outputs.

Uploaded by

Arabella Libron
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Mail merge

is a process to create personalized letters and


pre-addressed envelopes or mailing labels for mass
mailings from a form letter.
is a useful tool that allows you to produce
multiple letters, labels, envelopes, name tags, and
more using information stored in a list, database, or
spreadsheet. When performing a Mail Merge, you
will need a Word document (you can start with an
existing one or create a new one) and a recipient
list, which is typically an Excel workbook.
• Mail Merge is a useful tool that
has the capability of merging a list
of names and addresses with a
standard document.

Description
In the mail merge process, you must have two
documents:
• Main Document
• Data Source File

Documents Needed
Data Source File
• The Data Source file contains the names,
addresses, and/or other information to be
inserted into the main document.
• The file is organized in a table.
• The table is divided into sections called
“records”.
• Each record contains enough information to
produce one letter or document (ex: name,
address, etc.)
• Each record is divided into “fields”. A field is
one piece of data included in a record.
Examples of “FIELDS”
• Each of the following could be considered a field
• Title
• First Name
In most cases, first and last names
• Last Name
are considered separate fields so
• Address that parts of the name can be
• City included throughout the letter.
• State
• Zip City, State, and Zip code are also
separated at times.
• Phone number
How to Begin Mail Merge
• Begin with a new document
• Mailings TAB  Start Mail Merge Grouping  Start
Mail Merge arrow.

• Always choose the Step by Step Mail Merge Wizard.


• Continue to follow the wizard
in your Mail Merge Task Pane.

The Mail Merge Task Pane


will basically walk you
through the merge process.
A Data source can be used for
multiple mail merge documents. The
data source file is a separate file.
• Mailing labels can be created using the merge feature in
Word.
• Sheets of labels can be purchased in many different sizes
and arrangements.
• When creating labels you need to know the Vendor name
of the labels as well as the label number.

Mailing Labels
• When creating labels you need to
click in the radio button next
Labels and then click on next

• You would then click on the


Label options… to choose the vendor
and label number.

Creating Labels
Label Options Dialog Box
• Once you select your label preferences, a new blank
document will appear. You will want to view your
gridlines for the table so you can see the individual labels.

• To view gridlines, go to the Table Tools Layout tab and


choose View Gridlines.

Viewing Labels
• You can type in a new list of recipients
or use an existing list.

Select Recipients
• You will arrange the first label in the
document using the tools in the wizard.

• Be sure to align the information on the


first label to Align Center Left.

• After the first label is set, choose the


Update all labels button to copy the codes
to the rest of the labels.

Arrange your Labels


• You may have to select all labels and remove the space
after paragraphs so they do not appear double spaced.

• When you complete the merge, choose to


Edit individual labels… to view the labels
before printing and saving.

• The last step is to click on OK to


Merge to a New Document.

Finalizing Labels

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