Chapter – 4 Word Processor – Mail Merge

I. Keywords

1. Main Document
2. Data source
3. Merge Document
4. Mailing Tab
5. Recipients Lists
6. New Address List
7. Finish and Merge option

II. Define the following

1. Mail Merge : A feature in MS word that merge a main document, which has the common
information for all the letters , with the data source which is the set of name and address of
the people to whom those letters will be sent.
2. Mailing Tab : The tab which is on the ribbon bar which contains the tools for doing a mail
merge

III. Answer the following questions

1. Why do we need mail merge?

Ans: In some sitations like to send the invitation of same matter to all of our friends and a
company needs to mail hundreds of letters to different customers which contains same
information, so many letters seems to be a huge task! In the above cases, we can make use of
mail merge feature to save time and effort.

2. Explain the components of mail merge

Ans: Mail merge has three main document:

a. Main document: The main document contains the common information for all the letters.
It could have text, graphics etc.
b. Data source: The data source stores the data could be names, address, telephone
numbers, e-mail address etc.,
c. Merged document: These are letters obtained after merging the main document with the
data source.
3. Write the steps for mail merge process.
 Click on the mailings tab
 Click on the start mail merge option in the start mail merge group
 Click on step by step mail merge wizard option, task pane appears on the right side of
the window
 Choose the type of document – letters, email message, envelopes, labels or directory
 Click on starting document link
 Click on select recipients link
Chapter – 4 Word Processor – Mail Merge

 Specify the location of the data source

 The new address list dialog box appears on the screen
 To add the details of the new recipients, click on new entry in the dialog box
 The saved address list appears
 Click on write your letters link at the bottom
 Type the content of your letter in current document
 Enter the greeting line to the letter
 Preview the letter and then take a print
4. Write the shortcut keys used to merge three document
a. Preview a mail merge = Alt+Shift+K
b. Merge a document = Alt+Shift+N
c. Print the merged document = Alt+Shift+M
d. Edit a mail merge data source = Alt+Shift+E
e. Insert a merge field = Alt+Shift+F
5. Differentiate between data source and main document

Ans: Data source contains the information that will vary or differ.

Eg: Recipients information – names, address , and phone numbers

Main document contains the common text and merge fields. Merge field a placeholder that
receives information from the data source during the merging process.

6. What are the ways to enter recipients for the mail ? Explain in brief

Ans: After starting the document, click on the select recipients link at the bottom, choose the
Type a new list radio button and then create link.

The new address list box will appears on the screen.

Type the required data to fill up all the details of the recipients.

Then save the address list by clicking on the save option.