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ancillary program called Mail merge. Information and WordPerfect also offered this Communication capacity for CP/M and MS-DOS...

ancillary program called Mail merge. Information and WordPerfect also offered this Communication capacity for CP/M and MS-DOS systems; Microsoft Word added it Technology later on, as did Multimate. MODULE 1 Advantage of Mail Merge: Mail Merge ○ Saving Time- It saves time and effort because only one What do we expect to learn at the end of this document needs to be lesson? checked for errors, so there The definition of Mail Merge. are also fewer chances of History of Mail Merge. mistakes being made. The purpose of Mail Merge. Identify the advantages and ○ Improving Accuracy - It disadvantages of Mail Merge. improves the accuracy because the Excel will do the What is Mail Merge? work, all the listed recipients Mail Merge is a useful tool will serve accurately. that enables the creation of various documents using data from a list, ○ Personalizing Document - database, or spreadsheet. Mail merge The user can personalize your lets you create a batch of documents document depending on your that are personalized for each preference. recipient. When performing a Mail Merge, you will need a Word ○ Simplifying Mass-Mailings document and a recipient list, which - The user can send the mail is typically an Excel workbook. to other recipients by doing Word document or we usually known only 1 document, the as Microsoft Word will serve as the procedures are simplified for page for the template and Excel will the user. be used as the recipients list. ○ Creating Professional Looking Documents - The History of Mail Merge user can customize the The origins of mail merge go message to create more back to the early word processors in personalized and professional personal computers, circa 1980. looking documents. WordStar was perhaps the earliest to provide this, originally via an  Disadvantages of Mail Merge: from the drop-down menu. ○ Complex Set Up - Creating mail merge requires a STEP 1: complicated process, including the preparation of From the Mail Merge task pane on data and configuring the the right side of the Word window, choose document template which can the type of document you want to create. In be intricate and time our example, we'll select Letters. Then click consuming. Next: Starting document to move to Step 2. ○ Limited Customization - Mail merge allows basic customization, but if you need a more detailed and specific customization, it might not be flexible enough for this. ○ Risk of Errors - We cannot avoid errors, such as merging incorrect data and sending documents to wrong recipients, but double checking is very important. ○ Privacy Concerns -Merging personal data requires a very careful management to STEP 2: ensure that the privacy is Select Use the current document, maintained and the sensitive then click Next: Select recipients to move to information are protected. Step 3. TO USE MAIL MERGE: 1. Open an existing Word document or create a new one. 2. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge Wizard STEP 3: 3. If the address list is in an Excel Now you'll need an address list so workbook, select the worksheet that Word can automatically place each address contains the list, then click OK. into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard. 1. Select Use an existing list, then click Browse to select the file. 4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you're done, click OK. 2. Locate your file, then click Open. 5. Click Next: Write your letter to move to Step 4. STEP 4: 4. A placeholder will appear in your To insert recipient data: document (for example, 1. Place the insertion point in the «AddressBlock»). document where you want the information to appear. 5. Add any other placeholders you want. In our example, we'll add a Greeting line placeholder just above the body of the letter. 2. Choose one of the placeholder options. In our example, we'll select the Address block. 6. When you're done, click Next: Preview your letters to move to Step 5. 3. Depending on your selection, a dialog box may appear with various customization options. Select the desired options, then click OK. NOTE: For some letters, you'll only STEP 6: need to add an Address block and Greeting line. But you can also add 1. Click Print to print the letters. more placeholders (such as recipients' names or addresses) in the body of the letter to personalize it even further. STEP 5: 1. Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each version of the document. 2. A dialog box will appear. Decide if you want to print All of the letters, the current document (record), or only a select group, then click OK. In our example, we'll print all of the letters. 2. If everything looks correct, click Next: Complete the merge to move to Step 6. 3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.