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7 Mail Merge and Label Generation1.1

The document discusses using Microsoft Word's mail merge feature to send personalized documents like form letters, mailing labels, and envelopes. It provides an overview of the basic mail merge process which involves connecting a main document with placeholders to a data source file containing recipient information. Users can then preview and complete the mail merge to generate individual documents with the correct names and addresses inserted from the data source. Instructions are also provided for customizing address blocks and greetings, as well as specifically creating mailing labels and envelopes using these mail merge functions.

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Christine Garcia
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2K views29 pages

7 Mail Merge and Label Generation1.1

The document discusses using Microsoft Word's mail merge feature to send personalized documents like form letters, mailing labels, and envelopes. It provides an overview of the basic mail merge process which involves connecting a main document with placeholders to a data source file containing recipient information. Users can then preview and complete the mail merge to generate individual documents with the correct names and addresses inserted from the data source. Instructions are also provided for customizing address blocks and greetings, as well as specifically creating mailing labels and envelopes using these mail merge functions.

Uploaded by

Christine Garcia
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
USING MS WORD
Scenario
You were tasked to create and send out formal invitations
for a promo campaign that a company is running. You were
also initially given a list of ten names of loyal customers to
send out to.
1. From the scenario above, describe briefly how would
most likely complete the task of sending ten invitations
with individual names of recipients using Microsoft Word.

2. Give examples of documents that you can personalize and


send or distribute
OVERVIEW
MAIL MERGE
• allows you to automatically merge a list of variable information, such as
addresses, with standard text to create form letters, mailing labels and other types
of documents.

• Use Mail Merge to create form letters, mailing labels, envelopes, directories, and
mass e-mail and fax distributions.
BASIC PROCESS
1. Open or create a main document. In a mail-merge operation in Word, the main
document contains the text and graphics that are the same for each version of
the merged document, such as the return address or salutation in a form letter.
2. Open or create a data source. The data source file contains the information to
be merged into a document such as the list of names and addresses you want to
use in a mail merge. You must connect to the data source before you can use the
information in it.
3. Add or customize merge fields. A merge field is a placeholder that you insert in
the main document. Word will insert the city name stored in the City data field
into the main document.
4. Merge data from the data source into the main document to create a new,
merged document.
Save the main document with the placeholders or
merge fields. The merge toolbar is displayed in this
document. The document with the merged data is NOT
the main document.
The data file can be in a variety of formats, including:
***Microsoft Office Outlook Contacts lists. ***Microsoft Office Excel 2007 worksheets.
***Microsoft Office Word 2007 tables. ***Microsoft Office Access 2007 database tables.

In a data file, information is organized into columns and rows.


Each column represents a category, such as first name, last
name, company, or street address. Each row, except for the first
row, represents one complete record or set of data. The first row
is special. Called the Header row, it contains the column names.
CREATE A FORM
LETTER
TO CUSTOMIZE THE FIELDS

Use the Customize Columns button at


the bottom of the window to
customize the address list.

Use the TAB key to move from cell to


cell.
The resulting window lists the Field
Names provided.

Customize by adding, deleting or


renaming fields.

To change the order of the fields, select


the field name and use the Move Up
and Move Down buttons.
TO INSERT AN ADDRESS BLOCK:
Click the Address Block button on the Write & Insert
Fields section of the ribbon to insert an address block
into your letter.

Choose the desired format for the address block and click OK

Use the Match Fields button to match your


field names with the required fields to correct
problems. This may be necessary if you
created the address list in another program,
such as Excel.
CHOOSE A FORMAT FOR THE GREETING LINE AND CLICK OK
TO INSERT A GREETING LINE:

Click the Greeting Line button on the


Write & Insert Fields section of the
ribbon to insert a greeting line into
your document.
STEP 5: COMPLETE THE MAIL MERGE
VIEW YOUR MERGED DATA
Click the finish & merge button on the
Click the Preview Results preview results section of the ribbon.
button on the ribbon to replace
the merge fields with data Recommended: Choose “Edit Individual
from your recipient list. Documents” rather than sending directly to
the printer.
CREATING MAILING LABELS
CREATING MAILING LABELS
CREATING MAILING LABELS
CREATING MAILING LABELS
CREATING MAILING LABELS
CREATING MAILING LABELS
CREATING ENVELOPES
CREATING ENVELOPES
CREATING ENVELOPES
CREATING ENVELOPES
CREATING ENVELOPES
CREATING ENVELOPES
CREATING ENVELOPES

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