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2.1 Advanced Word Processing Skills

Mail merge allows users to create and send customized documents to multiple recipients from a single main document and database. It involves two components: a main form document that contains standardized text and placeholders, and a data source file that contains each recipient's unique contact information. The mail merge feature populates the placeholders in the main document with the appropriate data for each recipient from the data source file. This allows users to efficiently generate customized letters, labels, or other documents for multiple people from a single mail merge template and database.

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Romeo Duque Lobaton Jr.
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338 views23 pages

2.1 Advanced Word Processing Skills

Mail merge allows users to create and send customized documents to multiple recipients from a single main document and database. It involves two components: a main form document that contains standardized text and placeholders, and a data source file that contains each recipient's unique contact information. The mail merge feature populates the placeholders in the main document with the appropriate data for each recipient from the data source file. This allows users to efficiently generate customized letters, labels, or other documents for multiple people from a single mail merge template and database.

Uploaded by

Romeo Duque Lobaton Jr.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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ADVANCED WORD

PROCESSING
SKILLS
Empowerment Technologies
Prepared by: John Dave A. Barilea
In the professional world, sending out
information to convey important
information is vital. Because of
technology, things are now sent much
faster than the traditional newsletters
or postal mail. You can now use the
Internet to send out information you
need to share.
Mail Merge
Mail Merge
 A feature that allows to create
documents and combine or merge them
with another document or data file.
Mail merge basically requires two
components: the document that contains
the message and the document or file
that generally contains the list of names
and addresses.
Components of Mail Merge
1. Form Document
 The document that contains the
main body of the message we
want to convey or send
 It remains the same no matter
whom you send it to among
your list
Placeholders
 Also referred to as ‘data fields’ or
‘merge fields’
 Marks the position on your form
document where individual data
or information will be inserted
Components of Mail Merge
2. List or Data File
 It is where the individual
information that needs to be
merged to the form document
is placed and maintained
Mail merge allows data file to be
created from within the MS Word
application itself, or it gets data
from a file created in MS Excel or
other data formats.
Label Generation
Label Generation
 A feature that utilizes the same exact
process for the distribution of form
documents and letters.
The only difference is that the form document
used is already predefined in MS Word.
Label generation is commonly used in labels
for envelopes with different addresses,
recipients, postal codes, etc.
How to create a
simple mail merge
1. Open Microsoft Word and start a
new blank document. Then find the
Mailings tab.
2. On the Mailings tab, from the Start
Mail Merge group, choose
Start Mail Merge  Letters.
3. Start typing the letter you want. You will be
typing only the common parts where the text
does not change for each copy you print.
4. Insert the fields you need in the letter
(name, position, address, etc.). Just use any
markings on these fields for later use.
5. On the Mailings tab in the Start Mail Merge
group, choose
Select Recipients  Type a New List.
6. Click the Customize Columns button on
the dialog box for the New Address List.
7. On the Customize Address List dialog, you
can add a field by clicking the Add button.
8. Type the individual data from your list
corresponding to the needed information.
Once done, click the OK button.
9. A special Save Address List dialog box
pops up, allowing you to save the recipient list.
Type a name and save it by clicking Save.
10. Select a field placeholder in the main
document. Click the Insert Merge Field
command button.
11. Once done filling all the fields, you may
want to choose Preview Results to check
your work before you send it.
12. Save your work afterwards.

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