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MS WORD - Mail Merge-PT2

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45 views2 pages

MS WORD - Mail Merge-PT2

Uploaded by

lakshmipraba.hari
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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MS WORD – MAIL MERGE

Mail Merge is a feature that is used to send the same basic letter with slight
modifications to many people at the same time. The Mail Merge facility is widely
used when letters with identical information have to be sent to many people.
For mail merge we need two documents,
1. Main Document: The document that contains text of a letter
2. Data Source: The file that contains name and address. (data of recipients)
Mail merge is the process of combining the main document with the data source
containing the names and addresses of the recipients. The final document is called
the merged document which is mailed to all those to whom it is to be sent.
Mail merge process involves the following three steps:
1. Creating the main document
2. Creating the Data Source
3. Merging the main document and data source into a single document or letter.
To perform the mail merge, follow the instructions
Step1:
1. Open Microsoft word. Type the letter with all needed text leaving sufficient
blank spaces or areas for Input from the data source such as names and address.
2. Click on the Mailings tab.
3. click on Start Mail Merge. A drop-down menu list appears.
4. Click on Step by Step by Mail Merge Wizard option.
Step2:
1. Click on Letters for the document type.
2. Click on Next: Starting the document.
Step3:
1. Click on Use the current document, under Select starting document.
2. Click on Next: Select recipients. The new task pane asking you to select
recipients lists appears.
Step 4:
The recipients can be either from an existing file or table or you can create a new
list. To type a new list, follow the given steps:
1. Click on Type a new list under Select recipients.
2. Click on Create.
3. Click on Customize Columns to modify the fields. The Customise Address
List dialog box opens.
4. Delete any unnecessary field names and add new fields if you want to add.
5. Type the records and to move to the next field press the Tab key.
6. To add another recipient, click on New Entry button. After typing all the
records, click on the OK button.
7. The Save Address list dialog box opens. Type the name of file in File name
box and click on Save.
8. The Mail Merge Recipients dialog box opens. Click on OK.
9. Click on Next: Write your letter. The new task pane opens. Now, follow the
given steps to continue the mail merge process.
Step 5:
1. Click on the location in your document where the data from the mail merge
fields need to be inserted.
2. Click on the Address block. The Insert Address Block dialog box opens.
3. Select the address elements you want to include.
4. Click on OK.
5. To insert fields in the main document, place the cursor in desired location
select Insert Merge Field, select the columns.
6. To add greeting line. Place the cursor where you want to add a greeting line.
7. Click on it. The Insert Greeting Line dialog box opens.
8. Select the fields you want included in your greeting line and click OK.
9. Click on Next: Preview your letters.
Here is where you can preview the first page with the fields filled in.
Step 6: Click on Next: Complete the merge.
Step 7: The new task pane appears on the screen. To complete the merge:
1. Click on Print to send directly to the printer.
2. Click on Edit individual letters to create a new file. You get a dialog box.
3. Select All under Merge records and click on OK.
The merged letters will be opened in MS word for further reading. You can easily
read your letter.
You can also apply color to letters by using MS Word features.

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