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Mail Merge Handout

Mail merge allows transferring data from a data source document into a main document to create customized documents. It requires a main document template, a data source with records and fields, and merged form letters. The main document contains merge fields linked to the data source. Form letters are generated by replacing merge fields with the corresponding data from each record. Mail merge can be performed in Word by creating the documents and data source, inserting merge fields, and merging the data to generate customized letters.

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Demar Peart
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80 views

Mail Merge Handout

Mail merge allows transferring data from a data source document into a main document to create customized documents. It requires a main document template, a data source with records and fields, and merged form letters. The main document contains merge fields linked to the data source. Form letters are generated by replacing merge fields with the corresponding data from each record. Mail merge can be performed in Word by creating the documents and data source, inserting merge fields, and merging the data to generate customized letters.

Uploaded by

Demar Peart
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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INFORMATION TECHNOLOGY

Date: February 27,2023 Grade: 11

Topic: Mail Merge

In word processing, Mail Merge is the process of transferring selected information from one
document to another document.

CONCEPT OF MAIL MERGING AND ITS COMPONENTS

Mail Merge is the facility that requires the following three information

▪ General body of the letter called the main document


▪ Header Row, the record structure or the name of the fields, which will identify the data
▪ Data for all the individuals, for whom the letters are to be generated also called data
source

Elements of Mail Merge


• Main Document: Main Document is the common letter, which contains the common
information for each of the merged documents. It also contains the field names, which
contain the instructions for carrying out the merge.
• Data Source: Data Source is also called the Data File. It stores information to be
brought into the Main document. The data file table contains a column for each category
of information, or data field, in the data file. The Header Row is the first row of the
table. It contains field names, which indicate the type of information in each column. For
example, list of names and addresses.
• Each field name must be unique and must begin with an alphabet/letter.
• Form Letter: Form letter is the resultant document of the mail merge operations, which
contains the copy of the main document along with each piece of information stored in
the data file.

Parts of the Main Document


• Date: The date is put at the top of the page for any business communication

• Address: The address of the person receiving the letter/ correspondence includes a formal name,
street address, city, state, and zip code. ...
• Salutation: A salutation is an expression of greeting, goodwill, or courtesy by word, gesture, or
ceremony. Use "Dear" when the recipient's name or title is known. Examples include "Dear Mr.
Doe" or "Dear Sales Director.
• Body of the Letter: This contains all the information to be communicated to the recipient of the
letter.
• Complimentary Close: This is a short word or phrase that means goodbye. "Sincerely" is the
most common closing remark
• Signature: The signature is simply the sender's name and title typed immediately below the
complimentary close.

PARTS OF THE DATA SOURCE:


The data source contains two main parts. These are the fields and records.
• Field: A is a single piece of information from a record. E.g. name, colour, title, address.
• Record: A record is a set of fields that contains all the data about one particular person,
company, or item in a database or table

MAIL MERGE OPTION OF WORD


In creating a Mail Merge document, you need to

• Create the main document


• Create data source
• Merge the data with document

All these operations can be performed by Mail Merge option of WORD. However, before
executing the merge the user has to attached the data source to the main document in the
background, that merge fields can be inserted.

Steps in Mail Merging with Microsoft Word 2016/ 2019


• Open Main Document/ Letter
• Select Mailings from Menu Bar
• Click select recipient
• Choose USE AN EXISTING LIST if you already have a data Source File. Otherwise
choose TYPE A NEW LIST.
• If you choose USE AN EXISTING LIST, locate the data source file in the storage
location (e.g. Hard drive, desktop, documents, thumb drive) and attach it the
background.
• Click INSERT MERGE FIELDS
NB. Merge fields are aligned with those of the data source file
• Insert each require field in the Main Document. E.g. <<Title>>
NB. Once all merge fields have been entered close merge field window

• PREVIEW RESULTS, then close preview window


• CLICK on FINISH & MERGE from the mailing’s menu option
• Select EDIT INDIVIDUAL LETTERS
• Select ALL
• Click OK
• All FORM LETTERS to different recipient will appear.

STEPS IN MAIL MERGING WITH MICROSOFT WORD 2007/ 2010

1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start
Mail Merge group, click Start Mail Merge.

2. Click Step-by-Step Mail Merge Wizard.

3. Select your document type. In this demo we will select Letters. Click Next: Starting
document.
4. Select the starting document. In this demo we will use the current (blank) document.
Select Use the current document and then click Next: Select recipients.

o Note that selecting Start from existing document (which we are not doing in this
demo) changes the view and gives you the option to choose your document. After
you choose it, the Mail Merge Wizard reverts to Use the current document.

5. Select recipients, whether you will be using an existing list (Data Source) created in
Database or Excel. In this demo we will create a new list, so select Type a new list and
then click Create.
o Create a list by adding data in the New Address List dialog box and
clicking OK.

o Save the list


o Note that now that a list has been created, the Mail Merge Wizard reverts to Use
an existing list and you have the option to edit the recipient list.

o Selecting Edit recipient list opens up the Mail Merge


Recipients dialog box, where you can edit the list and select or unselect
records. Click OK to accept the list as is.

o Click Next: Write your letter.


6. Write the letter and add custom fields.

7. Click Address block to add the recipients' addresses at the top of the document.
o In the Insert Address Block dialog box, check or uncheck boxes and select
options on the left until the address appears the way you want it to.

o Note that you can use Match Fields to correct any problems. Clicking Match
Fields opens up the Match Fields dialog box, in which you can associate the
fields from your list with the fields required by the wizard.
8. Press Enter on your keyboard and click Greeting line... to enter a greeting.

9. In the Insert Greeting Line dialog box, choose the greeting line format by clicking
the drop-down arrows and selecting the options of your choice, and then click OK.
10. Note that the address block and greeting line are surrounded by chevrons (« »). Write a
short letter and click Next: Preview your letters.

• Preview your letter and click Next: Complete the merge.


• Click Print to print your letters or Edit individual letters to further personalize some
or all of the letters.

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