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E-TECH Mail Merge Lesson 6

This document provides instructions on how to create mail merge letters in Microsoft Word. It explains what mail merge is, the two main components of a mail merge document (the form document and the list or data file), and provides step-by-step instructions for setting up and performing a mail merge.

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bir.email013
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46 views

E-TECH Mail Merge Lesson 6

This document provides instructions on how to create mail merge letters in Microsoft Word. It explains what mail merge is, the two main components of a mail merge document (the form document and the list or data file), and provides step-by-step instructions for setting up and performing a mail merge.

Uploaded by

bir.email013
Copyright
© © All Rights Reserved
Available Formats
Download as PPTX, PDF, TXT or read online on Scribd
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How to make a

letter in Microsoft
using mail merge
What is Mail
Merge?
Definition Another Definition Two Components
The automatic addition of names, It is a feature within most data • Form Document
and addresses from a database to
letters and envelopes in order to
processing applications that
enable users to send a similar • List or Data File
facilitate sending mail, especially
advertising, to many addresses.
letter or document to multiple
recipients.
Form Document

• It is the document that contains the main body


of the message we want to convey or send.
• The Main Body is the part of the document that
remains the same no matter whom you’ll send it
from the list.
• The Place holders are also included in the form
document which is also referred as data fields or
merge fields.
List or Data File

• The second component of mail merge.


• This is where the individual component or data that
needs to be plugged in (merged) to the form document
is placed and maintained.
• One can easily add, remove, modify or extract your
data more efficiently by using other data management
applications like Excel or Access and import them in
word during the mail merge process.
Additional Note
• Label Generation is included in mail merge feature on Microsoft.
You can maximize this feature when you need to send it to individual
recipients in an envelope with the matching address printed directly
on it and in a mailing label to stick upon. Most of the companies
nowadays, utilize sending letters through email. This is only used
when physical copy of the letter is really needed. It lessens the
expenses of the companies from their resources.
01
Open Microsoft Word and
start a new blank
document. You can use the
shortcut key Ctrl + N after
Microsoft Word has been
loaded or opened
02
On the Mailings
tab, from the Start
Mail Merge group,
choose Start Mail
Merge -> Letters.
03
Make a folder in your
desktop and save your
letter and name it
“Sample Letter” inside
that folder.
This is the sample letter that
we will be using. As you can
see the contents here are not
specified the following step
will show you how to insert
the field you need in the
letter.
04
Insert the field you need in the letter
(Name, Company, Address Line 1,
Address Line 2, City and Title). You may
want to use special markings on these
field as you are typing it. The most
commonly used markings are typing it in
capital letters or ALL CAPS so we can
easily identify them later.
STEP 5

Save the document once more. The shortcut key


to save a file is Ctrl + S.
06
On the Mailings
tab, in the Start
Mail Merge group,
choose Select
Recipients
-> Type New List .
07
Click the Customize
Columns button on
the dialog box for
the New Address
List.
Continuation of Steps for Mail Merge

Step 8 Step 9 Step 10 Note!

Click Yes in the In this case, the fields that


Repeat Steps 8 and 9 for each
Select a field that you do you need to delete are State,
confirmation dialog box. field you do not need. After
need then click the Delete removing the excess fields, Zip code, Country or
The dialog box closes and
button. A confirmation the next step is to add the Region, Home Phone, Work
the unnecessary field
dialog box appears. fields you need. Phone and Email Address.
disappears or deleted
Continuation of Steps for Mail Merge

Step 11 Step 12 Step 13 Step 14

To add a field that Type the field name on Repeat Steps 11 and 12 Click the Ok button on
you need in your the prompt inside a small for each new field you the Customized
document, click the Add Field dialog box need in your main Address List dialog
and click the OK button. document. box to confirm your
Add button.
change.
Continuation of Steps for Mail Merge

Step 15 Step 16 Note! Step 14

The New Address Type the Individual data Repeat Steps 11 and 12 Click the Ok button on
List dialog box will from your list corresponding the Customized
to Name, Company, Address
for each new field you
appear again ready Line 1, Address Line 2, City need in your main Address List dialog
for you to type in and Title. document. box to confirm your
your data change.
Write a caption for the photos.

Write a caption for the photos.


75%
Elaborate on the
featured statistic.

12
million
2 out of 5
Elaborate on the featured statistic.
Elaborate on the
featured statistic.
THANK
YOU!

Write a closing statement


or call-to-action here.
ADD A TEAM MEMBERS PAGE

Name
Title or Position

Name
Name Title or Position
Title or Position

Name
Elaborate on what you want to discuss. Title or Position
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