MAIL MERGE

PROJECT REPORT

BY

SRI LAKSHMY K
(G-TEC Registration Number: 1724957)

Department of G-Finance & Business Management Academy

G-TEC COMPUTER EDUCATION
VADAKKENCHERRY
JANUARY 2025

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 BONAFIDE CERTIFICATE

This is to certify that this project report entitled MAIL MERGE submitted to G-TEC
EDUCATION, is a bonafide record of work done by Ms. SRI LAKSHMY K under my
supervision from 18/12/2024 to 31/12/2024. This project work is submitted in the partial
fulfillment of the requirements for the award of the degree of MASTER IN FINANCIAL
ACCOUNTING AND SAP (MFAS).

<<Signature of the Supervisor/Trainer>>

<<Name and Designation>>

<<Counter Signature & Centre Seal>>

<<Name>>
Centre Director
<<Name of Centre>>

Place:
Date:

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 TO WHOM IT MAY CONCERN

Certified that the project report entitled MAIL MERGE submitted to G-TEC EDUCATION is a
bonafide record of work done by Ms. SRI LAKSHMY K under the supervision of ------------.

This project work has been approved for the partial fulfillment of the requirements for the award of
the course, Master in Financial Accounting and SAP (MFAS).

Place : VADAKKENCHERRY
Date :

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 DECLARATION

I hereby declare that the project work entitled “MAIL MERGE” on 18/12/2024 is record of an original
work done by me under the guidance of.................................and this project work is submitted in the partial
fulfillment of the requirements for the award of the course of Master in Financial Accounting and SAP.

SRI LAKSHMY K

Reg.No.1724957

Place: VADAKKENCHERRY

Date:

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 ABSTRACT

A word processor is a computer program that allows you to create, edit and produce text documents, such as
letters. Microsoft Word is a word processor created by Microsoft. The first version of Microsoft Word was
released in 1983 as a competitor to WordStar, the most popular word processor at the time.

What is Microsoft Office? The term “Microsoft Office” refers to Microsoft’s entire suite of office
productivity applications. Microsoft Word is one of the many applications that are grouped under the
“Microsoft Office” umbrella.

Mail merge is a feature of Word processing programs that enables you to generate form letters. Form letters
are sent out en masse to people where much of the letter is the same for each recipient. What changes in the
letter are the recipient’s name, address, and maybe certain other items specific to each recipient.

To use a mail-merge system, you would first create a data file with a set of information, like a list of names
and addresses. In a Word document, you would create a sample letter, substituting special symbols in place
of names and addresses (or whatever other information will come from the first file). Through a series of
small steps, you can create form letters that are personalized for each recipient.

The data file can be created with various programs such as Word, Excel, or Access. The beauty of the mail
merge feature is that, while you can create your own data source in Word, if you already have a spreadsheet
of data created in Excel or some other program, it makes sense to use that.

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 TABLE OF CONTENTS

SL.NO PARTICULARS PG.NO

1 INTRODUCTION 1

2 MAIL MERGE

3 CONCLUSION

4 REFERENCE

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 INTRODUCTION

Microsoft Word is a versatile and powerful tool for anyone who needs to work with documents. Whether
you need it for work, school, or personal projects, download Microsoft Word 2016 for Windows and
streamline creating, editing, and collaborating on documents for greater efficiency and productivity.

Mail Merge allows you to create multiple documents based on information contain in two different files.
You’ll need the main document (e.g. a letter), and a data source (e.g. list of addresses) from Excel or
Outlook Contacts. Then follow the instructions below to produce a merged document with these files
using Mail Merge.

Mail merge is a powerful feature in Microsoft Word that allows you to create a large number of
personalized documents, such as letters, emails, envelopes, or labels, by combining a template with a data
source.

Mail merge automates the process of personalizing a single document template with data from a list. For
example:

A form letter can be customized with each recipient's name and address.

Address labels can be printed for multiple recipients.

Bulk emails can be personalized with unique information for each recipient.

Components of Mail Merge

 Main Document: The template you want to personalize (e.g., a letter, email, or label layout).
 Data Source: A list of information, such as names and addresses, stored in a file (e.g., Excel
spreadsheet, Word table, or Access database).
 Merge Fields: Placeholders in the main document that are replaced with data from the data
source during the merge process.

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Steps for Mail Merge in Word 2016

1. Start the Mail Merge Wizard:

 Open Word 2016.

 Go to the Mailings tab and select Start Mail Merge.
 Choose the type of document you want to create (e.g., letters, envelopes, labels).

2. Connect to a Data Source:

 Click Select Recipients and choose your data source (e.g., an Excel file).
 Browse and select your file, then specify the sheet or table containing the data.

3. Insert Merge Fields:

 Place your cursor where you want to insert a field (e.g., recipient's name).
 Click Insert Merge Field and select the field from your data source.

4. Preview Results:

 Use the Preview Results button to see how the document will look for each
recipient.

5. Complete the Merge:

 Click Finish & Merge to generate the personalized documents.

 You can choose to print, save, or send the merged documents via email.

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 Microsoft Word 2016 Mail Merge Toolbar

Icon Button Name and Description

Envelopes
Create envelopes for your documents.

Labels
Create labels for your documents.

Start Mail Merge

Begin the mail merge process by selecting from the drop-down menu the type of
document you want to create. Alternatively, select Step by Step Mail Merge
Wizard from the drop-down menu to display the Mail Merge Wizard. This will
lead you through each step of the mail merge process.

Select Recipients
Choose the people to whom you wish to send your completed documents by typing a
new recipient list or selecting a data source that contains a recipient list.

Edit Recipient List

Display each row of data from the data source/recipient list in a datasheet view.

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Highlight Merge Fields
Click to highlight fields in a document. Click again to turn off highlighting.
Note: The fields that you add using the Rules button are not highlighted.

Address Block
Add an address field to your document.

Greeting Line
Add a greeting line field to your document.

Insert Merge Field

Select the field representing any column from your data file.

Rules
Use options under this button to add fields that display information about the
document itself or perform some action or calculation.

Match Fields
If Word could not match a column from your data file with a field, click Match
Fields to match it manually.

Preview Results
Click once to display merge results. Click again to display fields.

First Record, Previous Record, Next Record, Last Record

Navigate to a specific merged record.

Go To Record
Type a number to navigate to a specific merged record.

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Find Recipient
Find merged documents that contain a certain word(s).

Auto Check for Errors

Find and fix errors in your document.

Finish & Merge

This button contains three options.

Select Edit Individual Documents to create a new comprehensive document that

contains all of the merged documents you just created, with one merged document
per page or section.
Select Print Documents to merge your documents to the printer without
previewing.
Select Send Email Messages to send merged email messages using another
program. Your data file must contain a column that lists each recipient’s email
address.

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Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and
more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will
need a Word document (you can start with an existing one or create a new one) and a recipient list, which
is typically an Excel workbook.

To use Mail Merge:

Open an existing Word document, or create a new one.

From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge
Wizard from the drop-down menu.

The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The
following example demonstrates how to create a form letter and merge the letter with a recipient list.

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STEP 1:

From the Mail Merge task pane on the right side of the Word window, choose the type of document you
want to create. In our example, we'll select Letters. Then click Next: Starting document to move to Step 2.

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STEP 2:

Select Use the current document, then click Next: Select recipients to move to Step 3.

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Step 3:

Now you'll need an address list so Word can automatically place each address into the document. The list
can be in an existing file, such as an Excel workbook, or you can type a new address list from within the
Mail Merge Wizard.

1. Select Use an existing list, then click Browse to select the file.

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2. Locate your file, then click Open.

3. If the address list is in an Excel workbook, select the worksheet that contains the list, then
click OK.

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4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which
recipients are included in the merge. By default, all recipients should be selected. When you're
done, click OK.

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 5. Click Next: Write your letter to move to Step 4.

If you don't have an existing address list, you can click the Type a new list button and
click Create, then type your address list manually.

Step 4:

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same;
only the recipient data (such as the name and address) will be different. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

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To insert recipient data:

1. Place the insertion point in the document where you want the information to appear.

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2. Choose one of the placeholder options. In our example, we'll select Address block.

3. Depending on your selection, a dialog box may appear with various customization options.
Select the desired options, then click OK.

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4. A placeholder will appear in your document (for example, «AddressBlock»).

5. Add any other placeholders you want. In our example, we'll add a Greeting line placeholder
just above the body of the letter.

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6. When you're done, click Next: Preview your letters to move to Step 5.

For some letters, you'll only need to add an Address block and Greeting line. But you can
also add more placeholders (such as recipients' names or addresses) in the body of the letter
to personalize it even further.

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Step 5:

1. Preview the letters to make sure the information from the recipient list appears correctly in the
letter. You can use the left and right scroll arrows to view each version of the document.

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2. If everything looks correct, click Next: Complete the merge to move to Step 6.

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Step 6:

1. Click Print to print the letters.

2. A dialog box will appear. Decide if you want to print All of the letters, the current
document (record), or only a select group, then click OK. In our example, we'll print all of
the letters.

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3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters
will be printed.

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How to use the Mail Merge feature in Microsoft Word 2016
In this article we will explain how to use the Mail Merge feature in Microsoft Word to send personalized
email messages by using a list of recipients stored in a Microsoft Excel worksheet, assuming that you
already have it handy.

To begin merging, start Word, open the desired document (or start with blank one), and switch to
the Mailings tab – all of the Mail Merge controls are located here.

We recommend using the Step by Step Mail Merge Wizard – it conveniently organizes the controls into a
6-step process. Its button is located on the “Start Mail Merge” group:

Step 1
First, the output type of the document has to be specified. Since we’re merging a Word file to an

E-mail message – select E-mail Messages and click Next.

Step 2
Select Use the current document, and click Next.

Step 3
With Use an existing list option selected, click Browse… and navigate to the Excel data-source on your
computer. Microsoft Word will show the contents of the worksheet in a small window, where sheets and
recipients can be specified.
Click Next.

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Step 4
Now you can write the contents of the E-mail message, if started with a blank document, and also add
merge fields for personalization, if they exist in the Excel worksheet (in this example, the ‘name’ field is
used):

After doing so, click Next.

Step 5
This is, effectively, a proofreading stage – here you can verify that the merge fields are working and that
the correct recipients are selected. Click Next when ready.

Step 6
Almost done! Click the Mail Merge Toolkit button on the Wizard window (or the Merge & Send icon on
the Word ribbon). Both Word Mail Merge and Mail Merge Toolkit require the same steps to be done to
configure the mailing, but Mail Merge Toolkit introduces lots of new features.

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On the final window, specify the important fields, such as To (choose here the name of the worksheet
column that holds the recipient e-mail information), Subject line (it can also be personalized!) and the
mailing Format (for standard merging, choose HTML, Filtered), and any additional ones you require.
Note that you do not need to select “PDF, Attachment” as a mailing format if you wish to include .PDF
files as attachments.

Clicking Ok means that you’ve successfully configured your mailing, and – after you specify the account
to send from a folder to store the temporary copy of your Word document – Outlook should be able to
send it in E-mail messages right away!

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For Example :

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 CONCLUSION

Mail Merge in MS Word 2016 is a powerful feature that simplifies the process of creating
personalized documents, such as letters, labels, envelopes, or emails, for multiple recipients. By
combining a main document with a data source, Mail Merge allows you to:

1. Save Time: Automate the creation of multiple documents with individualized content.
2. Improve Accuracy: Reduce errors by directly pulling information from a structured
data source.
3. Enhance Professionalism: Create polished and customized outputs tailored to
your audience.

Whether you're managing a small mailing list or handling large-scale correspondence, Mail Merge
provides a user-friendly and efficient way to streamline your tasks. By mastering this feature, you
can improve productivity and focus more on the content and quality of your communication.

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REFERENCE