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Mail Merge

MS Office Mail Merge

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Dharani Sureshkumar
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21 views

Mail Merge

MS Office Mail Merge

Uploaded by

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

Mail Merge is a useful tool allows us to easily produce multiple letters, labels, envelopes,
nametags, and more using information stored in a list, database, or spreadsheet. In this lesson,
you will learn how to use the Mail Merge Wizard to create a data source and a form letter,
and you'll explore other wizard features.
To use Mail Merge:
1. Open an existing Word document, or create a new one.
2. Click the Mailings tab.
3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to complete
a merge. The following is an example of how to create a form letter and merge the letter with
a recipient list.
Step 1:
1. Choose the type of document you want to create. In this example,
select Letters.

2. Click Next: Starting document to move to Step 2.


Step 2:
1. Select Use the current document.

2. Click Next: Select recipients to move to Step 3.


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. From the Mail Merge task pane, select Use an existing list, then
click Browse.

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2. Locate your file in the dialog box (you may have to navigate to a
different folder), then click Open.

3. If the address list is in an Excel workbook, select the worksheet that


contains the list, then click OK.

4. In the Mail Merge Recipients dialog box, you


can check or uncheck each recipient to control which ones are used in
the merge. When you're done, click OK to close the dialog box.

5. From the Mail Merge task pane, 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. You can then type your address list.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will basically
be the same, except the recipient data—like the name and address—will be different on
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each one. You'll need to add placeholders for the recipient data so Mail Merge knows
exactly where to add the data. If you're using Mail Merge with an existing letter, make sure
the file is open.
To insert recipient data:
1. Place the insertion point in the document where you want the
information to appear.
2. Select Address block, Greeting line, Electronic postage, or More
items from the task pane.

3. Depending on your selection, a dialog box may appear with various


options. Select the desired options, then click OK.

4. A placeholder appears in your document (for


example: «AddressBlock»).
5. Repeat these steps each time you need to enter information from your
data record.
6. From the Mail Merge task pane, 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. Sometimes,
however, you may want to place recipient data within the body of the letter to
further personalize it.
Step 5:
1. Preview the letters to make sure information from the recipient list
appears correctly in the letter. You can use the left and right scroll
arrows to view each document.

2. Click Next: Complete the merge to move to Step 6.


Step 6:
1. Click Print to print the letters.

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2. The Merge to Printer dialog box opens. Click All, then click OK.

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

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