MAIL MERGE
You were tasked to
make an application
letter to your target
SITUATI employers. How will
ON you create a document
that has the same
content with different
recipients?
A process to create personalize
letters and pre-addressed envelopes
or mailing labels for mass mailings
MAIL from a form letter.
A software tool kit that is used to
produce multiple documents with a
MERG given template.
It is a Word’s way of generating mass
mailings. It involves combining a list
E of names and addresses to
individually address to each person /
receiver on the list. You can use Mail
Merge to create envelopes or address
labels, as well as form letters.
COMPONENTS OF MAIL
MERGE
• Main Document
• Mailing List
• Merged Document
1. Main Document
- Also known as form document
- this document contains text
and graphics
- It is generally the document
that contains the main body of
the message we want to
convey or send.
Parts of Main Document
MAIN BODY PLACE HOLDERS
- It is the part of the • This marks the position
form document that on your form document
where individual data or
remains the same no information will be
matter whom you inserted.
send it to from • Place holders are
among your list. denoted or marked by
(<< >>)
2. LIST OR DATA FILE OR
MAILING LIST
- This is where the individual
information or data that
needs to be plugged in
(merged) to the form
document is placed and
maintained.
- this is your data source that is
used to populate information in
the letter. It contains names and
address of the recipients
3. MERGED
DOCUMENT
- this document the
combination of the
main document
TYPES OF DOCUMENT
LETTERS LABELS
-This will allow you to sent letters to -Print address labels for a group
a group of people and personalize, mailing.
the result of the letter that each
person receives.
E-MAIL MESSAGES DIRECTORY
-Send e-mail messages to a group of - Create a single document containing a
people. catalog or printed list of addresses
ENVELOPES
-Print addressed envelopes for a group
mailing.
STEPS IN CREATING A MAIL MERGE
LETTERS
1. Opening Microsoft Word Program. (Click Start button,
type Word and click OK.
2. Select what type of document are you working on?
On the Mailings tab, click Start Mail Merge, and
then select Letters.
STEPS IN CREATING A MAIL MERGE
3. In the document area, type your that you want to
send to everyone.
4. Set Mailing List
- The mailing list is your data source. It can be an Excel
spreadsheet, a directory of Outlook contacts, and
Access database, or an Office address list. It contains
the record that Word uses to pull information from to
build your letter.
3. In the document area,
type your form
document that you want
to send to everyone.
4. Set Mailing List
4. Set Mailing List
STEPS IN CREATING A MAIL MERGE
5. Link your mailing list to your main document.
On the Mailings tab, in the Start Mail Merge group,
choose Select recipients, and then click Type New
List and create new list (input at least 10 recipients)
and click OK and Save.
In the Mail Merge Recipients dialog box, you can
make any changes if needed, and then click OK
Type New List Option
On the Mailings tab,
in the Start Mail
Merge group,
choose Select
recipients, and then
click Type New List
and create new list.
In the Mail Merge
Recipients dialog
box, you can make
any changes if
needed, and then
click OK.
Click the Customize
Columns button on
the dialog box to
modify the fields in
the address list that
the Microsoft Word
has pre-determined.
Use an Existing List Option
On the Mailings tab,
in the Start Mail
Merge group,
choose Select
recipients, and then
click Use an Existing
List and create new
list.
Use an Existing List Option
A tab will appear
namely Select Data
Source, and look for
the file you’ll be
using then click
Open.
NOTE:
To edit the content
of your mailing
list/data base, under
Start Mail Merge
group, click Edit
Recipient List.
NOTE:
A dialog box will
appear namely Mail
Merge Recepients,
then under Data
Source click the
name of your
mailing list data
base, then click edit.
NOTE:
Another dialog box
will appear, namely
Edit Data Source,
here you can edit
your mailing list or
data source.
After editing, click
ok then changes will
be made.
STEPS IN CREATING A MAIL MERGE
6. Adding personalized content to letter.
• Click Mailings tab, in the Write & Fields group, click
Address Block.
• In the Insert Address Block dialog box, select a
format for the recipient’s name that you want to will
appear in the letter and choose OK.
Click Mailings
tab, in the
Write & Fields
group, click
Address Block.
In the Insert Address
Block dialog box,
select a format for
the recipient’s name
that you want to will
appear in the letter
and choose OK.
STEPS IN CREATING A MAIL MERGE
7. Start inserting Merge Fields.
Select a field placeholder identified by << >> on
your form document by highlighting the words.
Click the Insert Merge Field command button and
choose the field you’ll insert into your text.
Select a field
placeholder
identified by << >>
on your form
document by
highlighting the
words.
Click the Insert
Merge Field
command button
and choose the field
you’ll insert into
your text.
The field is now
inserted on your form
document replacing
the text identified by
your place holders <<
>>.
Then delete your
placeholder symbols
<< >> to avoid getting
included on your form
document.
STEPS IN CREATING A MAIL MERGE
8. Check the result of label placements.
To view how the inserted fields will appear in the letter,
under Preview Results group in the Mailings tab, click
Preview Results. Choose Next or Previous record button
to move through records in your data source.
In the Write & Insert group, click Greeting Line > select
format that you want to use and click OK.
To view how the
inserted fields will
appear in the letter,
under Preview
Results group in the
Mailings tab, click
Preview Results.
STEPS IN CREATING A MAIL MERGE
9. Complete the Mail Merge
Mail Merge is ready to produce your letters.
To personalize your letter, click Edit Individual Letters.
This will open a new document with your merged letters.
To make changes to all the letters, switch back to the
Main Document.
