A to Z about Mail Merge

1. Chapter No 4
Word Processor – Mail Merge

2. LEARNING IN THIS CHAPTER
• Introduction to Mail Merge
• Creating a mail merge document.
• Creating Recipient List
• Inserting Merge Fields
• Viewing the merged Data
• Printing the Letters

3. MAIL MERGE
• Mail Merge is a useful tool that allows
you to produce multiple letters, labels,
envelopes, name tags, and more using
information stored in a list, database, or
spreadsheet.

4. COMPONENT OF MAIL MERGE
Data source
 Data source consists
of mailing list . The
data is organised in
tabular form e.g.
name, address, city
,pin telephone no etc.
Main document
 It contains the text that
we wish to send to the
recipients.

5. Merged Field :
It is a data item , such as NAME,ADDRESS,CITY,PIN etc. Which
instruct Microsoft word about where to insert the data source
information in the main document.
Mail Merge involves three basic steps :
Creating main document
 specifying a data source
Merging the data source with the main document

6. STEPS TO START MAIL MERGE
open a new Microsoft Word document, Type a letter & save a
file.
Click on the Mailings tab, and in the Start Mail Merge group,
click Start Mail Merge.

7. Click Step-by-Step Mail
Merge Wizard

8. The mail merge task pane
appears.
Select letters,
Click on next starting document.

9. A new task pane appears on the
screen .
Click on Use the current
document.
Click on next select recipient.

10. If you don't have an existing
address list, you can click
the Type a new list button and
click Create. You can then type
your address list.
Creating Recipient list

11. Select a new list button under select
recipients’ Section in the mail merge
task pane
And click on create.

12. New address list dialog box appears.
Click on the customize column button to add or
remove fields.
Enter data and click on the New Entry button.
Enter four record and save the list .

13. INSERTING MERGE FIELDS :
Place the cursor position where
you
want to insert the record fields .
Click on Mailing tab-Insert Merge
Field .
Click on the field name.
You will notice that the selected
field
names appears in your document.

14. VIEWING THE MERGED DATA
Click on preview result
button on mailings tab
The first record will be
displayed.
Click next to see the next
record.

15. PRINTING THE LETTERS
Click Finish and Merge
button.
Select print document option

16. The Print dialog box
will appear.Adjust the print
settings if needed, then
click OK.
The letters will be printed.