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Mail Merge Notes 3rd Form 2

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23 views7 pages

Mail Merge Notes 3rd Form 2

Uploaded by

mrsamaroo2018
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Form 3RD

Information Technology

Mail merge
Using mail merge feature, you can produce a large amount of
personalized form letters, mailing labels and memos without
having to type each one individually. For example, many
companies send standard letters to customers in which the body
of the letter is the same but the name, address and a few pieces
of additional information may be different. This type of
correspondence can be done easily using mail merge. Merging
requires the use of two files: a main document and a data source.
Data from the data source is inserted into the main document to
produce personalized documents.

Diagram showing the merging Process.


The main document
The main document (or primary file/Source document)
contains the letter or other document that is meant for each for
each recipient. It also contains the merge fields, which are
positioned at the points where the information from the data
source is to be printed. When the mail merge begins, the merge
fields are replaced with the information from the data source.

The data source


The data source (or secondary file) contains personalized
information that would vary in each document and that is needed
to complete the overall document. The data source can be an
existing data source, or you can create a new one by using the
“mail merge helper“.

The information stored in the data source is organized in the form


of a table. The first row, known as the header row, contains the
merge fields. A merge field is the name of a data item that will be
stored in the data source and later be merged into the main
document. Some common filed names are Title, First Name,
Address, Phone Number, etc. When creating merge fields, you
must ensure that each merge field:
1. Is unique
2. Begins with a letter
3. Contains no more than 40 characters
Each row after the header row contains the information that is
unique to each document and is known as a data record. The
collection of data records is called a data file.

Creating a main document.


You can create a main document before you access the “Mail
Merge helper”. The areas designated to hold the data that will be
unique to each recipient could be indicated as blank spaces, or by
typing dummy filed names enclosed in double angle-brackets,
e.g. <<Name>>. This is necessary so that the field codes will be
inserted in the correct position, eve though the actual codes will
not be available to be inserted into the main document until you
have created the data source document.

DO NOT WRITE THIS SECTION, Please


print and stick in your book.
1. Start a Word document. Go to the Mailings tab. Click on Start Mail Merge Button
and select the Step by Step Mail Merge Wizard from the drop down menu. A Mail Merge
window should show up on the right.

2. Follow the Mail Merge Wizard by choosing the type of document (labels, letters, envelopes
etc.) and hit Next at the bottom.

3. Select label options in blue to choose the correct formatting. A new window will come up

that looks like this:

4. Select whether to use the current document (can be an existing document, Excel), change
document layout or start from existing document.
5. Hit Next: Select recipients at the bottom. Then choose one of the options at the top – using
an existing list, select from Outlook contacts or type a new list.

 If you choose to using an existing list, then you will need to select the
blue browse button.
 If you choose to select from Outlook contacts you will have to select the blue choose
contacts folder button. That will bring up a window for you to select the correct folder.
 If you choose to type a new list you will need to select the blue create button and a
window will pop up to create the contacts for the document.

6. When choosing use an existing list, and browsing, you can select a document (such as excel)
with the addresses in it. Then it will bring up a verification page like this:
7. Once you click OK, your word doc will look like this, or similar depending on formatting:

8. Then keep following the wizard prompt

by clicking Next: Arrange you labels at the bottom.


9. Click on the blue More items… It will bring up this window.

10. If you click on the Address Fields button you will need to insert each option one by one. In
the Insert Merge Filed window select and insert the options you wish to add to your mail
merge document, and in the order you want them to appear. (Normally select First Name, Last
Name, Address 1, City, State, Postal Code) Then you will have to do additional formatting to
your document. Add a space between each option you chose, and put them in proper rows.

11. If you choose the Database Fields option you can select the lines you want to add. You will
also have to add some spaces and other formatting to the document.

Changing the formatting will change the document from this:

To this:
12. Then hit the Update all labels button to update the entire page:

13. Then hit Next: Preview you labels at the bottom to view the labels:

14. Then hit Next: Complete the merge. You have the option to Print or Edit individual labels
from there.

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