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Lesson 3. Mail Merge

This document provides steps for using mail merge to automatically generate multiple documents with customized information from a data source: 1. Create a spreadsheet with column headings containing the information fields. 2. Create a template document and insert merge fields corresponding to the spreadsheet columns. 3. Select the spreadsheet as the data source and map the fields. 4. Preview the results of the mail merge with the customized fields displaying the data.

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Angelo Quinto
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Download as DOCX, PDF, TXT or read online on Scribd
23 views

Lesson 3. Mail Merge

This document provides steps for using mail merge to automatically generate multiple documents with customized information from a data source: 1. Create a spreadsheet with column headings containing the information fields. 2. Create a template document and insert merge fields corresponding to the spreadsheet columns. 3. Select the spreadsheet as the data source and map the fields. 4. Preview the results of the mail merge with the customized fields displaying the data.

Uploaded by

Angelo Quinto
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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b. Click OK after highlighting the sheet.

EMPOWERMENT
TECHNOLOGIES …………………………
LESSON 3. Mail Merge
2. Indicate the source of information in your
There are tools in life that we can use for us to word processor.
maximize our time and be more productive. a. On the upper part of the word processor,
click the Mailings tab.
What is a Mail Merge?
b. Under the Mailing tab, click the Select
(The sheet that you’re going to highlight in the
Mail Merge is a software toolkit that is Recipients option,
dialog box automatically refers to the Microsoft
used to produce multiple documents with a c. Then under the Select Recipients option,
Excel file sheet that you’re going to use.)
given template, editing the basic information click Use Existing List.
that is supplied by a structured dataset. 5. Start writing or creating the template that
you are going to use.
A sample output are certificates of attendees in a a. To include the customized field, select
seminar the Mailings tab.
Instead of manually and individually inputting b. Under the Mailings tab, select the Insert
information, it is automatically generated when Merge Field option.
using Mail Merge. c. From the Insert Merge Field option,
----------------------------------------------------------- select the column name that you want to
Steps in using Mail Merge: 3. Select the spreadsheet file you’ve created in insert.
step 1.
1. Create a dataset with title headings on a
a. Browse the directory where you saved
spreadsheet application.
the spreadsheet file containing the
2. Create the template of the letter or document
information you are going to use.
that will receive the dataset in a word
b. Select the spreadsheet file.
processor.
c. Click Open.
3. Insert the label of customized detain in the
word processor and insert the label that
corresponds to the spreadsheet.
4. Select the option preview in the word
processor to generate all of the pages with
(A label (e.g., <<surname>>, <<name>>) has
different information.
been placed after using the “Insert Merge
-----------------------------------------------------------
Field” option.
Mail Merge Utilization
6. Check the result of label placement.
1. Create a spreadsheet containing your
a. After assigning the labels, you can
information and make sure that the labels are
check the result by clicking the Preview
written in the first row.
4. Select which sheet in the file contains the Results option under the Mailings tab.
information. b. Beside the Preview Results option, a text
a. Select the sheet that you are going to use box with number is displayed. Press the
as your reference for the information.
Next Record and Previous Record c. Fill up the Otherwise Insert This Text
buttons to browse between pages. box with the text that will appear if the
condition is not met.

7. Implement Rules.
a. There are instances wherein a 9. Print the finished product.
customized text should match a certain a. In the Mailings tab, click the Finish and
label value. The Rules option can be Merge option.
useful. b. Under the Finish and Merge option,
b. On the Rules drop-down box, select the click Edit Individual Documents.
If…Then…Else option.

10. Create a new document.


8. Set up the rule. a. A small window will appear. Select the
a. In the window that will appear, select button All and click OK.
the column name from the spreadsheet b. A new document will appear with
that will be subjected to the rule. Then multiple similar pages where the labels
write the rule at the Compare To text ‘positions are customized.
box. c. The generated document can be saved or
b. Fill up the Insert This Text box with the printed depending on your preference.
text that will appear if the condition is
met.

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