What is mail merge?
- Mail merge is a tool to produce and personalise multiple letters, labels etc..with data stored in database or spreadsheets.
- It consists of two main parts: 1. The data source like database, spreadsheet etc.. that contain personalized info.
Uses of mail merge:
- Saves time and effort by automating the process of entering pieces of data into document.
- Used to create any type of printed document or electronically distributed documents and faxes.
- Documents like letters, envelopes, catalogs, labels etc...can be easily created.
Mail merge using an Excel spreadsheet:
1. Prepare source data in excel and save it for mail merge.
2. Prepare the main document in word. This contains fixed text and also has the merge fields to insert personalized info from data source.
3. In the Mailings tab click on Select Recipients command and select Use an Existing List..... from the drop down.
4. A Select Data Source window will appear select your file and click Open. Another Select Table dialog box will appear select sheet that contains data and click OK.
5. We can also edit recipients by clicking on Edit Recipients List command.
6. Place the cursor point in the document accordingly where the field has to be entered and click on Insert Merge Field command and choose from the drop down the field required.
7. Preview and click on Finish and Merge and select Edit Individual Documents. A Merge to New Document popup will appear. Click All radio button and click OK. Save the document.
