Mail Merge

0 This allows to create multiple copies of letters, emails and other documents.
Eg: to create multiple invitation letters.
0 There are 3 main stages

Stage 1 – create the data source

This should contain the information that will vary or differ.
Eg: names, addresses, phone numbers for invitations

Stage 2 – create the main document

This contains the common text and the merge fields (place holder that will receive information
from the data source.

Stage 3 – mail merge

Merge the data source and the main document

Steps

• Open a new Word document

1. Click Mailings tab
2. Click Start Mail Merge option from drop down list
3. Click on Step-by-Step Mail Merge Wizard option
4. Select Letters radio button
5. Click Next: Starting Document link at the bottom of Mail Merge task pane
6. Click Use the current document radio button
7. Click Next : Select recipient’s link
8. Select type a new list
9. New address list dialog box will appear (select customize columns to remove any unwanted
fields from the list and select new entry to enter a new record ).
10. Save Address List dialog box appears. Type a name for the recipient list and click Save
11. Mail Merge Recipients dialog box appears, click OK (any changes can be done using Edit
button)
12. Click Next : Write Your Letter link
13. Type the contents in your current document
14. Select the location to add the merge fields and click Address Block link
15. Insert Address Block dialog box appears, select the check boxes and click OK
16. Place cursor to insert greeting lines, Click Greeting Line link
17. Insert Greeting Line dialog box appears, select the appropriate greeting and click OK
18. Click Next: Preview your letter link