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Mail Merge

Mail merge allows users to create personalized documents like letters and labels by combining a template document with recipient data. The process involves setting up the document type and data source, inserting merge fields into the template, previewing the results, and completing the merge to output documents.

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kartik01322
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30 views8 pages

Mail Merge

Mail merge allows users to create personalized documents like letters and labels by combining a template document with recipient data. The process involves setting up the document type and data source, inserting merge fields into the template, previewing the results, and completing the merge to output documents.

Uploaded by

kartik01322
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MAIL MERGE

Mail merge is a powerful feature in word processing software that allows users to create personalized
documents quickly and efficiently. It is especially useful for tasks like generating form letters, labels,
envelopes, and other mass communication materials. In this 500-word essay, we will explore what mail merge
is, how it works, and its practical applications.

At its core, mail merge is a process that combines a template document (usually a word processing document)
with a data source (such as a spreadsheet or a database) to produce multiple customized copies of the saMail
merge is a powerful feature in word processing software that allows users to create personalized documents
quickly and efficiently. It is especially useful for tasks like generating form letters, labels, envelopes, and other
mass communication materials. In this 500-word essay, we will explore what mail merge is, how it works, and
its practical application.

Set up and Choose Document Type:

To begin the mail merge process, you first need to choose what sort of document you want to create.

1. Click the Mailings tab

2. Click the Start Mail Merge button.

3. Select Step-by-Step Mail Merge Wizard.


The Mail Merge pane appears on the right, ready to walk you through the mail merge. Select a type of document to
create.

1. Click Next: Starting documents

The Mail Merge wizard advances to the next step.

Select a Document
This next step is to select a starting document.

1. Select a starting document. You can use the current document as the basis for the mail merge, or you can select
a template or existing document instead.

2. Click Next: Select recipients


SELECT RECIPIENTS
Now, you will need to choose where you’ll get your list of addresses from. This example uses an existing list from a
database, but you can also select Outlook contacts or manually create your own list.

1. Select Use an existing list.

2. Click Browse.

3. Select your data file. A data file of mail merge recipients can be in a database file, an Excel spreadsheet,
another Word document, or other types of data files.

Click Open.
The Mail Merge Recipients dialog box displays the addresses that will be used. If you’re using an Excel
spreadsheet as a data source, you may also be prompted to select a worksheet containing the addresses.

If there's an address you don't want to use, you can uncheck it.

Make sure the right recipients are selected and Click OK.

Click Next: Write your letter.


Write Your Letter
After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields
in the document. The merge fields are placeholders in the document for unique information from the recipients list.

When you put a merge field in the main document, information from that field will appear for the document that is
unique to that recipient.

1. Click where you want the information.

2. Select one of the placeholder options.

You can add merge fields from the wizard, or from the Write & Insert Fields group on the ribbon:

Address Block: This is a combination of fields to insert the names and addresses of recipients.

Greeting Line: This is a combination of fields to insert the recipient’s name in the greeting line.

Insert Merge Field: When you click this button, a list of additional merge fields you can insert appears.
Customize the placeholder.

Click OK.

1. (Optional) Repeat steps to add each merge field you want to include
2. Click Next: Preview your letters.

Preview Your Mail Merge


You can easily preview how the mail merge will appear before finishing the mail merge.

1. Use the arrow buttons in the Mail Merge pane to preview each merged document. You can also use the arrow
buttons in the Preview Results group on the ribbon.

Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific
recipient.

1. Click Next: Complete the merge.

Complete the Merge

There are different ways you can finish the mail merge:

Edit Individual Documents: Puts the results of the mail merge in a new document. You are free to edit the
results of the mail merge and save and print them, just like any other document.

Print Documents: Merges records and sends them directly to the printer.

1. Select the option you want to use to finish the mail merge. You can also click the Finish & Merge button on the
ribbon and select a merge option there.
2. Select the records you want to merge.
3. Click OK.

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