Mail Merge

How to use mail merge to create form letters in word

While I already knew most of what we covered regarding word, I did learn a few new things, for example Mail Merge. I had always wondered how long it must take people to type in every individual person’s name so the greeting of the letter was correct for each person. Now, I know that using Mail Merge this process can be quick and easy. I can now use this if I have to make cards for any type of program.  I thought it was very cool to learn that you can copy a photo into Word and use artistic effects to make the photo look like a pencil sketch, chalk drawing, or any other cool effects.

Start a mail merge

On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

Select document type

1.       In the Mail Merge task pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives.

2.       Click Next: Starting document.

Select the starting document

1.       Click one of the following options:

·         Use the current document: Use the currently open document as your main document.

·         Start from a template: select one of the ready-to-use mail merge templates.

·         Start from existing document: open an existing document to use as your mail merge main document.

2.       In the Mail Merge task pane, click Next: Select recipients.

Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source.

Method 1: Use an existing data source

1.       In the Mail Merge task pane, click Use an existing list.

2.       In the Use an existing list section, click browse.

3.       In the Select Data Source dialog box, select the file that contains the variable information that you want to use and then click Open. (You can sort and edit your data when the Mail Merge Recipients displays.)

4.       Click OK to return to the main document.

5.       Save the main document.

6.       Type the name that you want to give to your main document, and then click Save.

Method 2: Use names from a Microsoft Outlook Contacts List

1.       In the Mail Merge task pane, click Next: Select recipients.

2.       Click Select from Outlook contacts.

3.       In the Select from Outlook contacts section, click Choose Contacts Folder.

4.       In the Select Contacts List Folder dialog box, select the Outlook contacts folder that you want, and then click OK.

5.       Click OK to return to the main document.

Write your letter

1.       Type or add any text and graphics that you want to include in your letter.

2.       Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options:

·         Address block: Use this option to insert a formatted address.

·         Greeting line: use this option to insert a formatted salutation.

·         Electronic postage: use this option to insert electronic postage.

In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert.

3.       When you finish editing the main document, click Save or save As on the File menu.

Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letter.

To proceed to the next step, click Next: Complete the merge.

Complete the merge

This step merges the variable information with the form letter. You can output the merge result by using either of the slowing options:

·         Print: select this option to send the merged document directly to the printer. You will not be able to view the document on your screen.

·         Edit individual letters: select this option to display the merged document on your screen.

To print the file, on the File menu, click print.

Thank you :) :)