What is mail merge ? and how to use it
Please advice
Rushikesh
(Chartered Accountant - Manager Finance)
(2375 Points)
Replied 08 September 2008
This article describes how to use the Mail Merge feature to create form letters in Microsoft Word.
For additional information about performing other types of mail merges, about merging with other types of data, and about problem solving, review the list of articles in the References section.
For a descripttion of the terms used in this article, see the Glossary section.
The following procedure describes how to create a form letter, attach it to a data source, format it, and merge the documents.
1. | In the Mail Merge task pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives. |
2. | Click Next: Starting document. |
1. | Click one of the following options:
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2. | In the Mail Merge task pane, click Next: Select recipients. |
1. | In the Mail Merge task pane, click Use an existing list. |
2. | In the Use an existing list section, click Browse. |
3. | In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open. Note If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file, and then click Open. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to. |
4. | Click OK to return to the main document. |
5. | Save the main document. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document. |
6. | Type the name that you want to give to your main document, and then click Save. |
1. | In the Mail Merge task pane, click Next: Select recipients. |
2. | Click Select from Outlook contacts. |
3. | In the Select from Outlook contacts section, click Choose Contacts Folder. |
4. | In the Select Contact List Folder dialog box, select the Outlook contacts folder that you want, and then click OK. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want. |
5. | Click OK to return to the main document. |
1. | In the Mail Merge task pane, click Next: Select Recipients. |
2. | Click Type a new list. |
3. | Click Create. The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank. By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record. |
4. | After you type the information for a record, click New Entry to move to the next record. To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To customize your list, click Customize. In the Customize Address List dialog box, you can add, delete, rename, and reorder the merge fields. |
5. | In the New Address List dialog box, click OK. In the Save Address List dialog box, type the name that you want to give to your data source in the File name box, and then click Save. |
6. | In the Mail Merge Recipients dialog box, make any changes that you want, and then click OK. |
7. | Click Next: Write your letter to finish setting up your letter. |
8. | Save the main document. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document. |
9. |
Type the name that you want to give to your main document, and then click Save. |
1. | Type or add any text and graphics that you want to include in your letter. | ||||||||
2. | Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options:
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3. | When you finish editing the main document, click Save or Save As on the File menu. Note In Word 2007, click the Microsoft Office Button, and then click Save or Save As. Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters. |
• | Print: Select this option to send the merged document directly to the printer. You will not be able to view the document on your screen. When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. Click Print to print the merge document. |
• | Edit individual letters: Select this option to display the merged document on your screen. When you click Edit individual letters, the Merge to New Document dialog box appears. In the Merge to New Document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document. To print the file, on the File menu, click Print. Note In Word 2007, click the Microsoft Office Button, and then click Print. |
• | Microsoft Office Word 2007 |
• | Microsoft Office Word 2003 |
• | Microsoft Word 2002 Standard Edition |
Nanda Kishore Bajaj
(Chartered Accountant)
(31 Points)
Replied 11 September 2008
Hi,
Can we attach a file in a mail merge process?
I have tried it, but in vain...did not find anything relating to this Help as well.
Seema Jain
(Manager)
(25 Points)
Replied 10 August 2022
Available free Mail Merge Tool.
Visit - https://www.rdtool.in | https://www.xltool.in