COMPUTER

APPLICATION-I

MAILING MENU

PRESENTED BY

RAFAY USMAN (9365)

JUNAID ASHRAF (8665)
Open Microsoft Word 2007
 Select the Mailings tab

 With Word open, click on the Mailings tab to

open the Mailings menu.
 Open Mail Merge Wizard

 With the Mailings menu open, click on the

icon that says Start Mail Merge.
 This will open the Mail Merge menu. Select
Step by Step Mail Merge Wizard.
 What is mail merge?
 it is a way of placing content from a
spreadsheet, database, or table into
a Microsoft Word document.
 Mail merge is ideal for creating
personalized form letters or labels
 Mail Merge

 In any mail merge, you'll deal with three

different elements:
   The main document that you start with.
   Recipient information, such as each
person's name and address that you want
to merge with the main document.
   The finished documents, which include
the information in the main document plus
each recipient's unique information.
 Select Type of Mail Merge
 On the right hand side of
Word, a menu titled Mail
Merge should open up.
 From here you will be
able to select what type of
document you would like
to work on.
 Below are brief
descriptions of each of
the documents type
available to you:
 A set of form letters or e-mail
messages
 The basic content is the same in all
the letters or messages, but each
contains information that is specific to
the individual recipient, such as
name, address.
 Click Letters or E-mail messages to
create these types of documents.
 A set of envelopes
 The return address is the same
on all the envelopes, but the
destination address is unique on
each one.
 Click Envelopes, and then specify
your preferences for envelope
size and text formatting.
 A set of address labels
 Each label shows a person's name
and address, but the name and
address on each label is unique.
 Click Labels, and then specify your
preferences for the type of label in
the Label Options dialog box.
 A catalog or directory -
 The same kind of information, is
shown for each item, but the name
and description in each item is
unique.
 Click Directory to create this type of
document.
 Starting Document
 Once you've selected what type
of document you would like to
use, click on Next: Starting
Document at the bottom of the
Mail Merge window.
Starting Document
 Select a Template
 After selecting the type of
document you would like to use,
you are presented with three
options
 using the current document,
 starting from a template
 starting from an existing
document.
 Once you choose Start from a
template, a link for selecting a
template will appear. Click on
this link to select a template.
 Select a Template
 A dialog
box titled
Select
Template
will now
open.
 Select a
template
which you
would like
to use from
the various
tabs
 Select Recipients
 After selecting a template to use,
click Next: Select Recipients be
taken to Step 3 of the Mail Merge
process. In this step, you will
choose your recipients.
 Select Recipients

 In the Select
recipients menu, you
are presented with
the options
 use an existing list,
 select from Outlook
contacts
 type a new list.
 The following
instructions will be for
the option to Use an
existing list.
 Select Recipients

 When you choose the option to Use an

existing list, a link titled Browse... will
appear in blue underneath it.
 Click on it to locate where you have your
saved list.
 This will open the Select Tables dialog
box.
Select Recipients
 Select Recipients
 Select whatever you named the range in your
spreadsheet containing the names and
addresses you want to use for the mail
merge. In the image above,
 As shown in the above picture we have
selected the attendees tab
 Select Recipients
 After selecting the tab that has the data
source, another window pops up to
confirm the mail merge recipients.
 Once your list is ready, click on OK.
 Write/Edit Your Mail Merge
Content
 Click on the link titled Next: Write your letter
to go on to the next step. During this step,
you will edit the mail merge content.
 Write/Edit Your Mail Merge
Content
 Since we haven chosen
to use a preformatted
letter, the Address
block and Greeting
Line fields are already
inserted into this
template letter.
 If you aren't using a
preformatted mail
merge letter, you would
click on the links on the
right to insert the
Address block,
Greeting line, or More
items.
Write/Edit Your Mail Merge
Content
 Write/Edit Your Mail Merge
Content

 These
options are
also
available
under the
Mailings
toolbar at the
top.
 Write/Edit Your Mail Merge
Content
 Matching Fields
When you click on the Address block
link, the Insert Address Block dialog
box will open. In this window, you will
be able to choose the format of the
address. Also, you can click on the
Match Fields button to match the
missing address field
Write/Edit Your Mail Merge
Content
 Write/Edit Your Mail Merge
Content
 Clicking on the Match Fields button brings
up the corresponding dialog box.
 An example demonstrated in the following
image
 It shows how to add the Street data in your
spreadsheet as the Address 1 field in your
mail merge document.
Write/Edit Your Mail Merge
Content
 Preview your letters
 When you've edited the document to your
liking, click on Next: Preview your letters to
move to the next step
 Preview Results

 this step you are able to preview your letters

 You can check different recipients’ letters by
using the arrows
 look for a specific record by searching the
merge fields, or even ‘exclude’ one from the
merge.
Preview Results
 Preview Results
 There are buttons located on both the
Preview your letters menu of the Mail
Merge window and on the Mailings tab
 This allow you to look at different recipient
information before completing the merge
 Finalize Merge

 Click on Next: Complete

the merge to advance to
the final step.
 You should now be in the
Complete the merge menu
of Mail Merge.
 Click on the link Edit
individuals letters
underneath the Merge
heading.
 Finalize Merge

 On the Mailings tab, if

you click the Finish &
Merge button, you will
also be able to access
the Edit Individual
Documents
 Finalize Merge
 The Print link on the Task Pane, or Print
Documents on the Finish & Merge menu
of the Mailings tab allows you to merge
directly to the printer.
 Finalize Merge
 When you choose
this option, you will
see this box
 From here you will be
able to choose
whether to merge
some or all records.
 Finalize Merge
 When you click
OK a new merged
document is
created with the
title of Letters1
 Saving Your Document

 In Office 2007, the File menu has been

replaced with a new Office button.
 Saving Your Document

 Click on this
button and
select Save
As to view
the options
for saving in
various
formats