Microsoft Word:

Mail Merge Basics

Presenter: Jolanta Soltis
Objectives
Define a mail merge
Discuss the parts of a mail merge
Discuss common mail merge terminology
Describe the three steps used to complete a mail merge
Discuss some common mail merge issues

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Mail Merge

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Parts of a Mail Merge
Main document
Data source
Header source (optional)
Results

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Common Terminology
Field
– A specific piece of information about a record
Record
– An associated collection of fields
Delimiter
– A character used to separate fields and records
Header row
– The row that contains the field names

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Example

Header Row Field

Delimiter

Record
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The Main Document Contains
Boilerplate text
– Form letter
– Invoice
A standard format for printing
– Envelope
– Label
Fields
– Placeholders for the data from your data source

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Types of Main Documents
Form letters
Mailing labels
Envelopes
Catalog

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The Data Source
Contains the text and graphics that vary for each
merged document
Contains records and fields
Requirements:
– Records in the data source must contain the same number
of fields as the header row
– The header row must be the first row or paragraph (if a
separate header source is not used)
– Field data must be entered exactly as you want it to be
printed

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Types of Data Sources
Word document
Excel spreadsheet
Databases
– Microsoft Access
– dBASE
– Microsoft® FoxPro®
– Others
Address books
Text files

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Header Source (optional)
Consists of a row of field names
Used in addition to a data source
Identifies the fields of data in the data source
For example, if you can't add or edit a
header record in the data source (because
the data source is read-only), you can use a
separate header source that contains the
field names you want to use.

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Results of Mail Merge
Word XP can merge to:
New document
Printer
Fax (if faxing software is installed)
E-mail (if e-mail software is installed)

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Getting Started

To activate the Mail Merge

click Mail Merge Wizard on
the Tools/Letters and
Mailings menu.

Mail Merge Task Pane

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Using the Mail Merge

1. Open or create the main document.

2. Attach an existing or new data source.
3. Edit the main document.
4. Perform the merge.

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Step 1.
Open or create the
main document.

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Step 2.
Select Recipients

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Type a New List
The Create Data Source dialog box lets you:
Remove unwanted field names
Add new field names
Change the order of field names

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New Address List Dialog Box

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Step 3.
Set Up the Main Document

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Preview the Merge Result

After you set up your mail-merge main

document and attach it to a data source,
you can see a preview of the merge
result.

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Step 4.
Complete the Merge

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Help Resources
Microsoft Word Help
– Ask the Office Assistant!

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Help Resources (cont.)
Mail Merge Troubleshooter

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Online Help Available

Word Mail Merge Resource Center

 http://support.microsoft.com/support/wor
d/usage/mailmerge/default.asp
 http://support.microsoft.com/default.aspx
?scid=kb;en-us;287561

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