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Mail Merge

Mail merge is a feature in word processors that automates the creation of documents with similar content but different recipient information, such as invitation letters. The process involves three main components: the main document, the data source, and the merged document, and follows specific steps to prepare and execute the merge. Users can create a master letter, link it to a list of recipients, preview the merged letters, and finalize the documents for each recipient efficiently.

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bfgiartsnaac
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12 views

Mail Merge

Mail merge is a feature in word processors that automates the creation of documents with similar content but different recipient information, such as invitation letters. The process involves three main components: the main document, the data source, and the merged document, and follows specific steps to prepare and execute the merge. Users can create a master letter, link it to a list of recipients, preview the merged letters, and finalize the documents for each recipient efficiently.

Uploaded by

bfgiartsnaac
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Mail Merge

Many day-to-day applications require similar documents containing similar text to be sent
to a number of persons. These documents also have a typical common layout. Invitation
letters sent to guests have a more-or-less common content and layout. Only the names of
the recipients are different in these letters. One obvious way to generate such letters is to
type all of them individually, putting the same amount of effort again and again. Another
solution could be to copy the same block of text again and again onto the new letters. The
names and addresses etc., which are different from each letter, can be entered separately in
the documents. Though this method saves a lot of effort, it still requires proper caution.
There should be a way where these kinds of documents can be prepared automatically. This
task can be easily automated if we use the mail merge feature of a word processor. So, it is
time we learnt the mail-merge feature of the word.
Components of mail merge:
The three main components of the merging process are the main document, the data source,
and the merged document.
1. The main document contains the main body of your letter, field names, and merges
instructions. The basic information within the main document remains equivalent.
2. The data source (or Recipients’ list) stores the knowledge that changes for every
document. This information is inserted in the main document one by one. An example
of the data source is a name and address list from which the program gets what you
want to include in the main document.
3. The merged document contains the main text from the main document and data from a
data source.
Steps for mail merger:
Step 1:
 Open MS Word and click on the command sequence: Mailings tab → Start mail merge
group → Select recipients button → Type new List.

 A dialog namely “New Address List” will pop up(as shown in the below image). Type
here the desired data under the given headings. To add a new record, click on the “New
Entry” button at the bottom of the dialog and click OK when you are done.
Step 2: Prepare Master Letter
The second step is to prepare our master letter for use in the mail merge. Before we enter
all the letter text we’d like to link this Word file to our list of names.
 Create a blank word document.
 Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters
command.

 Then click the Mailings tab → Start Mail Merge group → Select Recipients button →
Use Existing List command.
 Now we can start typing the letter.
 Now we would like to add the name and address and other details for the people on the
list.
 Mailings tab→ Write & Insert Field group → Insert Merge Field button.
 A pop-down will appear showing all the table headings, so choose Title and press the
spacebar to create a space.

Then do this again and choose FirstName, followed by a space (i.e., press only spacebar
key and no other key); then choose LastName but this time press the Enter key to create a
new line. Then repeat the steps to choose the Address field, and press enter key.
Step 3:
Before we actually carry out the merge, we must first preview what the merged letters will
look like.
 Mailings tab→ Preview Results group → Preview Results button

 Once we are happy with the preview, you can carry out the actual mail merge.
 To do this you click the Mailings tab → Finish group → Finish & Merge button and
choose Edit Individual Documents.

 In the Merge to New Document panel, click All to create a separate letter for each
person on the Names list. Word then creates a fresh document with as many pages as
there are names on your list, and every page contains a wonderfully merged letter with
all the correct individuals’ details.

 We can save this with an appropriate name, such as ABC.docx

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