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Lesson 3-A Mail Merge and Label Generation

This document provides steps for creating a simple mail merge in Microsoft Word. It describes the two components of a mail merge as the main document template and a separate data file containing recipient information. It then lists 30 detailed steps for setting up the mail merge fields in the main document, customizing the data file, merging the files, and previewing or finalizing the mail merge letters.

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Rhodabie Melendres
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127 views12 pages

Lesson 3-A Mail Merge and Label Generation

This document provides steps for creating a simple mail merge in Microsoft Word. It describes the two components of a mail merge as the main document template and a separate data file containing recipient information. It then lists 30 detailed steps for setting up the mail merge fields in the main document, customizing the data file, merging the files, and previewing or finalizing the mail merge letters.

Uploaded by

Rhodabie Melendres
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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MAIL MERGE AND LABEL

GENERATION
MAIL MERGE

This feature allows you to create documents and


combine or merge them with another document or
data file. It is commonly used when sending out
advertising materials to various recipients.
2 COMPONENTS OF MAIL MERGE

The document that contains the message


The document or file that generally contains the list of
names and addresses.
Components of Mail Merge

 FORM DOCUMENT- the document that contains the main body of the message
we want to convey or send. The main body of the message is the part of the form
document that remains the same no matter whom you send it to from among your
list.

 LIST OR DATA FILE-it allows data file to be created from within the Microsoft
Word application itself, or it gets data from a file created in Microsoft Excel or
other data formats.
Let us assume this is the mailer that you want
to send:
Steps in Creating Simple Mail Merge:

1. Open Microsoft Word and start a new blank document. You can use the keyboard
shortcut Ctrl+N after Microsoft word been loaded or opened.
2. On the Mailings tab, from the Start Mail Merge Letters.
3. Save your letter and name it “ Sample Letter”.
Steps in Creating Simple Mail Merge( cont’n.)

4. Insert the fields you need in the letter ( Name, Company, Address Line 1, Address Line 2, Address Line 3, and
the Title. You may want to make special markings on these fields as you are typing it. Most common markings
you can do is by typing it in capital letters or ALL CAPS so you can easily identify them later.
Steps in Creating Simple Mail Merge( cont’n.)

5. Save the main document once more. You can use Ctrl+S to quikly do this step.
6. On the Mailings tab in the Start Mail Merge group, choose Select Recipients------Type a new
List.
7. Click the Customize Columns button for the New Address List.
8. Select a field that you do not need then click Delete button. A confirmation dialog box appears.
9. Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary field
disappears.
10. Repeat step 8 and 9 for each field you do not need. After removing the excess fields, the next step
is to add the fields you need.
Steps in Creating Simple Mail Merge( cont’n.)

11. To add a field that you need in your document, click the Add button.
12. Type the field name on the prompt inside a small Add Field dialog box and click the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main document.
14. Click the OK button on the Customize Address List dialog box to confirm your changes.
15. The New Address List dialog box will appear again ready for you to type in your data.
16. Type the individual data from your list corresponding to Name, Company, Address line 1,
Address Line 2, Address Line 3 and the Title.
17. Press the Tab key each time to enter the next field.
Steps in Creating Simple Mail Merge( cont’n.)

18. To add new record, press the Tab key after inputting the last field. (when you press the
Tab key on the last field in a record, a new record is automatically created and added on the
next line.
19. Repeat steps 16 through 18 until you enter all the records you want. (Once you are done
typing your data, click OK button on the Add New List dialog box to save your data. A
special Save Address List dialog box pops up, allowing you to save recipient list.
20. Type a name for address list. Name it “Client List.”
21. Click the Save button. You should be back on your main document soon after.
22. Select a field placeholder (ALL CAPS) in the main document .
Steps in Creating Simple Mail Merge( cont’n.)

23. Click the Insert Merge Field command button.


24. Choose the proper field to insert into your text. For example, if you are replacing the text name in your
document with a name field, choose the Name Field from the Insert Merge Field menu. The field is inserted
into your document and replaces the ALL CAPS text.
25. Continue adding fields until the document is complete. Repeat steps 22 through 24 as necessary to stick all
fields into your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print or send your merged documents through email.
Steps in Creating Simple Mail Merge( cont’n.)

28. Oryou may want to choose Preview


Results to check your work before you send it.
29. You should get a merged document close
to this one:
30. Save and close your document.

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