Mail Merge Overview and Steps

What is the primary function of mail merge?

Which component contains the core content of the message in a mail merge?

What is the first step to perform a mail merge?

Which tab in Microsoft Word is used to initiate the mail merge process?

What action should be taken after placing the insertion point in the Form Document?

What is typically used as the source of individual information in a mail merge?

What should be done after previewing the results of the mail merge?

In which step are merged fields placed within the document?

What determines where the individual recipient's information appears in a mail merged document?

Which option is not available when completing the merge?

Mail Merge Overview

Mail merge is a tool for creating multiple letters, labels, envelopes, or name tags quickly.
It uses information from a list, database, or spreadsheet.

Mail Merge Objectives

Students will be introduced to mail merge.
The functions of mail merge will be discussed.
Components of a mail merge will be identified.

Mail Merge Explanation

Mail merge links a data source to a document using merged fields.
It's productive because it sends materials (letters, labels, etc.) to multiple recipients at once.

Mail Merge Components

Form Document: Contains the primary message of the document.
Data File: Stores individual data that is merged with the form document. Data can be from a list, database, or spreadsheet. Information in the data file needs to correspond with the merged fields.

Using Mail Merge (Steps)

Step 1: Open an existing or new Word document.
Step 2: Prepare the data file in Excel with appropriate headers.
Step 3: In the form document (under the Mailings tab) choose Select Recipients, then Use Existing List.
Step 4: Locate the data file.
Step 5: Place the insertion point where you want the information to appear in the document.
Step 6: Click Insert Merge Field, then choose the corresponding fields from your data file.
Step 7: Click Preview Results to see your generated documents.
Step 8: Click Finish & Merge to finish the process. You can choose to Edit, Print, or Send email messages.

This quiz introduces the concept of mail merge, detailing its objectives and components. Students will learn how to link a data source to a document, enhancing productivity by sending materials to multiple recipients. Familiarity with Microsoft Word and Excel is beneficial for understanding the mail merge process.