OBJECTIVES:

 Define Mail Merge.

 Identify the components of Mail

Merge

 Perform the steps in creating a

simple mail merge.
 WHAT IS
MAIL MERGE?
MAIL MERGE this feature allows
you to create documents and
combine or merge them with
another document or data file.

This is commonly used when

sending out advertising
materials to various recipients.
 LABELS
MULTIPLE LETTERS
NAMETAGS
ENVELOPE
CATALOG DOCUMENTS
THREE COMPONENTS OF THE
MAIL MERGE

MAIN DOCUMENT

DATA SOURCE

MERGE DOCUMENT
MAIN DOCUMENT

The letter which contain the email

information for each document that
can be letter, stationary or template.

It also contains the field names

which contains the instructions for
carrying out the merge.
 DATA SOURCE

It is also called DATA FILE which

comprises the information to be
merged into a document such as
the list of names and addresses to
be used in a mail merge.
This must be connected to the
data source before it can use the
information in it.
MERGE DOCUMENT

This is also a word processing

document that is the generated
output after executing the merge
process.
STEPS IN CREATING A
FORM LETTER
1
Open MS Word. Click the MAILING
TAB.
Click the START MAIL MERGE
command.

Select STEP BY STEP MAIL

MERGE WIZARD
Mail Merge task pane will
appear at the right side of the
document.
Choose the type of document
you want to create.
Click Next: Starting
Document to move Step 2
Select USE THE CURRENT
DOCUMENT.

Click Next: Select

Recipients to move to step 3.
Select TYPE A NEW LIST

Click CREATE
FILL OUT the table, then
click OK
In the MAIL MERGE RECIPIENTS
dialog box, you can CHECK or
UNCHECK each box to control which
recipients are included in the merge.
By default, all recipients should be
selected. When you’re done, click OK.
Click Next: Write your letter
STEPS 10-18
10. Now you’re ready to write your letter. When it’s
printed, each copy of the letter will basically be the
same; only the recipients data (such as the NAME and
ADDRESS) will be different. You’ll need to add
placeholders for the recipient data so MAIL MERGE
knows exactly where to add the data

11. Place the insertion point in the document where

you want the information to appear.

12. Choose one of the four place holder options.

Click ADDRESS BLOCK
button to insert an address
block into your letter.
Click GREETING LINE
Click
PREVIEW
RESULT
OPTION A
OPTION B