Mail Merge

Yr 9 ICT
=======================================================================

This is used to create and send customised emails to many contacts using a single template.

Applications:
● Creating utility bills
● Sending a newsletter to parents

We shall use Microsoft Word to do mail merge.

How to do it.
You need 2 files:
Master document - this will contain the letter you are intending to send.
Data source - this is a list of your contacts.

Open Ms Word and create a table like this:

Name Class Location

Fill about 6 random records of data.

E.g. Tom, Yr 9, Mango Tree

Save this document as mySource

Create a new document and in it type the following:

--------------------------------------------------------------------------------------------------
7Hills Kla
P.O,. Box 1 KLA
Date:

Dear {student},

Owing to the SOPs given by the Ministry of Health, you are hereby instructed that your class,
{class} is going to have their lunch from {location}. Please cooperate.

Yours faithfully,
{your name}
------------------------------------------------------------------------------------------------------------------------------

Save this file as Master.

The next step is to ensure that the 2 documents are connected.
In your Master document go to Mailings → Select Recipient list → Use Existing List
Select the mySource file as the recipient list.

Now it is time to replace some parts of the master document with parts from the source file.

Replace Date with today’s date.

Replace the fields indicated by { } with fields from the source file by going to
“Insert Merge Fields” under Mailing tab
Replace ‘your name’ with your name.

If all is done, it is now time to merge.

Go to Finish & Merge, and select all.

A new document should open showing the merged letters.

Congs, you have done your first mail merge!!