Mail merge allows creating multiple copies of documents like letters and emails by merging a main document with a data source containing recipient information. There are three main stages: 1) Create a data source with fields like names and addresses. 2) Create the main document with common text and merge fields. 3) Merge the data source with the main document to create individual documents for each recipient. The document then outlines the steps to perform a mail merge in Word, including selecting a starting document, recipient list, writing the letter contents, and inserting address blocks and greeting lines before previewing the merged letters.
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Mail Merge
Mail merge allows creating multiple copies of documents like letters and emails by merging a main document with a data source containing recipient information. There are three main stages: 1) Create a data source with fields like names and addresses. 2) Create the main document with common text and merge fields. 3) Merge the data source with the main document to create individual documents for each recipient. The document then outlines the steps to perform a mail merge in Word, including selecting a starting document, recipient list, writing the letter contents, and inserting address blocks and greeting lines before previewing the merged letters.
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Mail Merge
0 This allows to create multiple copies of letters, emails and other documents. Eg: to create multiple invitation letters. 0 There are 3 main stages
Stage 1 – create the data source
This should contain the information that will vary or differ. Eg: names, addresses, phone numbers for invitations
Stage 2 – create the main document
This contains the common text and the merge fields (place holder that will receive information from the data source.
Stage 3 – mail merge
Merge the data source and the main document
Steps
• Open a new Word document
1. Click Mailings tab 2. Click Start Mail Merge option from drop down list 3. Click on Step-by-Step Mail Merge Wizard option 4. Select Letters radio button 5. Click Next: Starting Document link at the bottom of Mail Merge task pane 6. Click Use the current document radio button 7. Click Next : Select recipient’s link 8. Select type a new list 9. New address list dialog box will appear (select customize columns to remove any unwanted fields from the list and select new entry to enter a new record ). 10. Save Address List dialog box appears. Type a name for the recipient list and click Save 11. Mail Merge Recipients dialog box appears, click OK (any changes can be done using Edit button) 12. Click Next : Write Your Letter link 13. Type the contents in your current document 14. Select the location to add the merge fields and click Address Block link 15. Insert Address Block dialog box appears, select the check boxes and click OK 16. Place cursor to insert greeting lines, Click Greeting Line link 17. Insert Greeting Line dialog box appears, select the appropriate greeting and click OK 18. Click Next: Preview your letter link