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Mail Merge

Mail Merge

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Published by vaibhavbond

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Published by: vaibhavbond on Nov 05, 2008
Copyright:Attribution Non-commercial


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The Mail Merge feature has been described here. In Ms-Word Mail Merge option isan important and every way for office set up. Many times we required sending thesame content of a letter to different individuals. By using Mail Merge you can sendthe same letter to a number of persons without typing the content of the letter againand again.
At the end of the lesson you should be able to:
understand the concept of Mail Merge
create a main document
create a data source
link the main document with the data source
merge print a document
In any working environment, there are situations when a similar type of letter or document is to be sent to many persons who reside at different locations. The lettersmay contain the address of each recipient, in addition to the standard informationcontained in the letter. One way of doing this is to print the letters by changing theaddress each time in the document after printing such letter. But this would mean lotof effort and time and also results in bad organisation.Such problems are taken care of by the Mail Merge facility. In word processing, MailMerge is the process of transferring selected information from one document toanother document.
Mail Merge is the facility which requires the following three information
General body of the letter called main document
Header Row, the record structure or the name of the fields, which willidentify the dataData for all the individuals, for whom the letters are to be generated also called datasourceMail Merge option of Word reads this data and physically merges it with Maindocument to generate letters for all the persons or for all records in the data file.
Fig. 13.1
(a( Main Document
In Mail Merge, Main Document is the common letter, which contains the commoninformation for each of the merged document. It also contains the field names, whichcontain the instructions for carrying out the merge.
(b( Data Source
Data Source is also called the Data File. It stores information to be brought into theMain document. The data file table contains a column for each category of information, or data field, in the data file. The Header Row is the first row of thetable. It contains field names, which indicate the type of information in each column.For example list of names and addresses.Each field name must be unique and must begin with an alphabet/letter .
(c( Form Letter
Form letter is the resultant document of the mail merge operations, which contains thecopy of the main document along with each piece of information stored in the datafile.Top
1.What do you mean by Mail Merge? 2.What are the three information required for Mail Merge? 3.Define Form Letter . Top
Thus by now it is clear that for Mail Merge document, you need to
Create the main document
Create data source
Merge the data with documentAll these operations can be performed by Mail Merge option of WORD. In order toinvoke the Mail Merge option, choose the Mail Merge option of the Tools menu. Thefollowing Mail Merge Helper box will appear as shown in Fig. 13.2.
Fig. 13.2 Mail Merge Helper
Mail Merge helper guides you through the steps of mail merging a document. Thereare three main options available in the box. 
(a( Creating the Main Document
The first step in the mail merge is to create the main document. For this, choose‘Create’ button of ‘Main Document’ option in Mail Merge Helper box. The followingmenu will be displayed
Form Letter...Mailing Labels...Envelopes...Catalog...Restore to Normal Word document

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