Mail Merge

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Mail Merge

• Objectives
• Integrate a data source into a MS Word document

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What Can Mail Merge do?

• Create individualized letters from one template
  substituting customized fields from a database
  or spreadsheet.
• Filter out names from a mail list that meet
  specific criteria.
• Examples of Mail Merges
• Junk Mail.
• Credit Card Statements
• Cover Letters sent to multiple employers

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How does it work?

• A mail merge consists of three main parts
• A data source database, spreadsheet, text file
• A template document - this contains the document
  text which will be linked to the data source.
• A merged document -the document created as a
  result of the Mail Merge.
• Each merged text will be created on a separate
  page, for only those items requested, with their
  associated data fields added to the text.

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1. The Data Source Preparing your data

• If using a database, either use a table or create
  a query in your database which lists all
  information. If using a spreadsheet make sure
  all the data is in adjacent columns and rows. It
  is recommended that you name your data range

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2. Link the data source to the document

• Open Word and select the Mailings ribbon. Then
  click on Select Recipients. Then choose whether
  you are creating a new list, using an existing
  list or Outlook contacts. If using an existing
  file select from the correct folder.

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3. Setting up the Template Document Performing
the Merge

• Type your message into Word.
• Insert merge fields from the data source by
  clicking on the Insert Merge Field button on the
  Mailing Ribbon. All available fields will be
  listed.
• When you are done use the Preview Results
  button and record buttons to see the merged
  document.
• Click the Finish Merge button to Edit, Print or
  Emails documents