MAIL MERGE13.1 INTRODUCTION
The Mail Merge feature has been described here. In Ms-Word Mail Merge option is an important and every way for officeset up. Many times we required sending the same content of a letter to different individuals. By using Mail Merge you cansend the same letter to a number of persons without typing the content of the letter again and 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
13.3 WHAT IS MAIL MERGE?
In any working environment, there are situations when a similar type of letter or document is to be sent to many personswho reside at different locations. The letters may contain the address of each recipient, in addition to the standardinformation contained in the letter. One way of doing this is to print the letters by changing the address each time in thedocument after printing such letter. But this would mean lot of effort and time and also results in bad organisation.Such problems are taken care of by the Mail Merge facility. In word processing, Mail Merge is the process of transferringselected information from one document to another document.
13.4 CONCEPT OF MAIL MERGING AND ITS COMPONENTS
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 will identify the dataData for all the individuals, for whom the letters are to be generated also called data sourceMail Merge option of Word reads this data and physically merges it with Main document 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 common information for each of the mergeddocument. It also contains the field names, which contain 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 the Main document. The data file tablecontains 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 andaddresses.Each field name must be unique and must begin with an alphabet/letter.
(c) Form Letter