Mail Merge

BY: Samriddhi Singh

Rashmi Yadav
Ishwari Shinde
Pragya Sharma
MAIL MERGE:
• Mail merge is a useful tool that allows you
to produce multiple letters, labels,
envelopes, name tags, and more using
information stored in a list, database, or
spreadsheet.
• The linking of the data source to the document is
done through merged fields.

• The reason why mail merging is considered

productive is because of the ability to send a letter,
label and/ or envelope to multiple persons at once.
COMPONENTS OF MAIL MERGE

• FORM DOCUMENT:
– It is generally the documents that contains the
main body of the message we want to convey or
sent.
• DATA FILE:
– This is where the individual information or data
that needs to be plugged in (merged) to the
form document is placed and maintained.
Features Uses:
• One very useful feature
of Microsoft Office is the
Mail Merge feature.
• As an example of its use,
suppose you want to send
out application letters for
a job, and you want to
send them to many
companies, but have
them customized for each
recipient.
Use Mail Merge to Make the
Most of Word:
 The first thing you have to do before using Mail Merge in Word is to
prepare your source data.
 If, for example, you are going to create a letter in Word and you
need people’s names and addresses, you need to prepare the
data beforehand in Excel.
 Mail Merge will handle combining this data with your letter.
 Now, prepare the unique information in your Word document,
and this should match the fields in your worksheet.
 For our letter example, you can set your fields as separate Field
Names, namely Name, Address, and Salutation.
 Then, create the Form, which is the information that will be sent
to your recipients. In this example, a letter. Now, create a new
document in Word.
Under Select starting document, choose the radio button
beside “Use the current document”. This will use the
document that you have already opened and use the
information on the document. Then, click on Next: Select
recipients.
• You can also create a new list and then select Type a
new list -> Create.
• Then, a form will be pre-populated with different fields,
such as title, first name, last name, company name,
address
• To modify, click on Customize Columns. Then, you can save the changes
and then add the information on the cells. Then, click OK to save your data
source. This will then be merged into your final document. A preview of
your Mail Merge Recipients will be shown so you can review it. When
you’re done, click Edit. Then write your letter as you normally would, then
enter the merged fields.
Insert Merge Fields:
Now, to insert Merge Fields, select the Mailings tab, then click on Insert
Merge Field, then choose your own merge field. Repeat this process to
populate your document with the right merge fields to complete your
document. Once you’ve finished, save your letter. Then, anytime you
need to create another letter, just bring this up as your template.
Finalize:
 Now comes the moment that you’re waiting for, merging
your document. Select the Mailings tab once more, then
click on Finish & Merge -> Edit Individual Documents.
Select the radio button that shows All and then click OK.
And that’s it. You can now preview your document or print
it.