Mail Merge Overview and Steps

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.