How to complete a mail merge using the business letter
Instructions
Step one- Complete the business letter
Open up the letter that Adam has given to you
Format it so it look professional
Step two- open the mail merge wizard Click on the mailings tab. Select ‘start
mail merge’ then step by step mail merge wizard- see image below
Step 3- link the letter to the database of parent data At the bottom of the mail merge menu click on the ‘next’ link until you get to step 3
of 6 Now click on the Browse link Follow the path shown below to select your copy of customers database
My Documents/......
Step 3- link the letter to the database of parent data cont... Make sure you select the customer data table then
click ok If you have done this step correctly you should see a
similar screen as the one below. Click on OK
Step 4- insert merged field Now you are ready to insert the data you would like to see
in the final personalised letters. We call this process inserting linked fields.
Firstly place the cursor where you want the parent address to appear.
Click on the ‘insert merged fields’ icon Insert the all relevant fields leaving appropriate spaces After Dear insert a greeting line by selecting the Greeting
Line icon shown below in green
Step 5 – complete the merge To complete the merge you want to be able to
save the individual letter so that they are in a printable format.
To do this click on the next link at the bottom o f the mail merge wizard until you get to step 6 of 6 Click on the ‘edit individual letters’ link On the next menu select the ‘from ‘ option and enter 1 to
25 Click ok. A new word document with the personalised
letter will open. Save this document as – Merged Business letters
Step 6- save and print work for marking Open the new word document
that you have saved as Merged Business letters
You will need to print one copy of a personalised letter from this document
To do this click on- The windows button Print In the print menu choose the
‘pages’ option Enter the number of pages that
one complete letter will take up. For most of you this will be one page so enter the number 1
Step 6- printing work for marking cont...
You will need to print one copy of your letter showing the merged fields ( see example on the right)
To do this you must go back to the original business letter
Make sure the ‘preview results’ button is not selected so that the letter looks like my example
No go to the windows button then Print
Print one copy only
Mail Merge Task-summary To mail merged your business letter with the
parents customer information database:
Step 1- Create the business letter Step 2- open the ‘Mail merge’ menu Step 3- browse and select the database Step 4- Link the database to the letter Step 5- insert merged fields (select from list) Step 6- finish and merge (edit individual
letters)