introduction

Mail Merge

 A function in a word processor

Integrates the structured data source to a document template

Produces multiple documents such as letters, e-mails or envelopes.

Introduction

https://www.youtube.com/watch?v=qiuh7qmA_uc

How to create mail merge

Prepare an Excel spreadsheet that contains the mailing information.

Step 1 - preparing a mailing list

Open the letter from myfiles. You may find some missing information such as the mailing student name and his/her class information. This missing information will be filled with merge fields later.

Step 2 – preparing a letter template

1. Select the ‘Mailings’ tab.

2. Select ‘Start Mail Merge’.

3. Select ‘Step by Step Mail Merge Wizard’.

Step 3 – Starting the Mail Merge Wizard

There are six steps involved in the Mail Merge Wizard to

set up the required information.

Step 4 – Setting up mail merge

1. Select ‘Letters’.

2. Click ‘Next’.

Step 4.1 specify the type of template

1. Select ‘Use the current document’ to be the starting document.

2. Click ‘Next’.

Step 4.2 select a starting document

1. Select ‘Use an existing list’.

2. Click ‘Browse…’.

3. Locate the spreadsheet book1.xls.

4. Click ‘open’.

5. Select ‘Sheet1$’ and then select the recipients that will be used in the mail merge.

Step 4.3 choose the recipient to be merged

1. Move the insertion point to where the merge field should be put.

2. Select the desired merge field from ’Insert Merge Field’ pull-down menu.

Step 4.4insert the merge fields into document

1. Change the letter date to today.

2. Click ‘Next’.

Step 4.5Change the letter date to today

1. Preview merged letters.

2. If necessary, edit the recipient list or exclude specific recipients.

3. Click ‘Next’.

Step 4.6preview

1. Select ‘Edit individual letters…’.

2. Select ‘All’ to generate all the merged letters. Click ‘OK’.

3. A document will be generated which contains all the merged letters.

Step 4.7Generate the document