MS-Word XP

Lesson 9

Mail Merge

• The Mail Merge feature combines a list of data, typically name and address that is contained in one file with a document commonly a form letter, in another file to create a new document the names and addresses are entered into the form letter in the blank space provided. The result is a personalized form letter.

Mail Merge Files

• Mail merge usually requires the use of two files

– A- Main document– B- Data source

• A main document contains the basic form letter

• The data source contains the information needed to complete the letter in the main document

Creating the Main Document

1. Open the new document

2. Tools menu, Letters and Mailing sub menu, Mail Merge menu item

3. Select document type (letter) and click next

4. Select use the current document to select starting document option and click next

Creating the Data Source5. Select type a new list to select recipients option

and click create link6. Click customize button in new address list

dialog7. Add and/ or remove field names in address list

and click ok8. Enter record by record to data source using

new entry button and click close button9. Browse the location and type name to save the

data source10. Click ok button in mail merge recipients dialog

box 11. Click next in select recipients pane

Entering Merge Field in the Main Document

12.Type text to main document

13.Click more items link in write letter pane and insert necessary merge field to necessary location

14.Close the mail merge task pane

15.Save the main document

Performing the Merge

16. Click merge to new document button in merge tool bar

17.Select records to merge and click ok