Part four mail_merging

1. Presented by TIRAGANA AudesUganda Martyrs University 1
Part Four:
MAIL MERGING
Microsoft Word
WORD PROCESSOR

2. Presented by TIRAGANA AudesUganda Martyrs University 2
Objectives
To understand the technique of Mail
merging.
To apply mail merging technique

3. Presented by TIRAGANA AudesUganda Martyrs University 3
What is Mail Merge?
Mail merge is a word processor
function describing the production of
multiple documents from a single
template form and a structured data
source.
This technique can be used in any
organisation that deals with many
customers.

4. Presented by TIRAGANA AudesUganda Martyrs University 4
What is Mail Merge? Cont.
 How did Mail Merge come about?
 This technique of merging data to create
mailshots (personalised addressed
advertising) gave rise to the term mail
merge.

5. Presented by TIRAGANA AudesUganda Martyrs University 5
What is Mail Merge? Cont.
 Mail merging is a process used when you want to
create a set of documents that are essentially the
same but where each document contains unique
elements (personalised address).
 This helps to create personalized letters and pre-
addressed envelopes or mailing labels for mass
mailings from a word processing document which
contains fixed text, which will be the same in each
output document, and variables, which act as
placeholders that are replaced by text from the data
source.

6. Presented by TIRAGANA AudesUganda Martyrs University 6
What is Mail Merge? Cont.
 The data source is typically a spreadsheet or a
database which has a column(s) (field(s) matching
each variable in the template.
 When the mail merge is run, the word processing
system creates an output document for each row
(record) in the database, using the fixed text exactly
as it appears in the template, but substituting the
data variables in the template with the values from
the matching columns.

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What is Mail Merge? Cont.
For example, in a letter that
announces a new product, your
company logo and the text about the
product will appear in each letter
(fixed text), and the address and
greeting line will be different in each
letter (data variables).

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Start a Mail Merge
Getting Started
 To launch Microsoft Word <2003>,
double-click on the Microsoft Office Word
<2003> icon on your desktop, or go to the
Start menu and choose All Programs >
Microsoft Office > Microsoft Office
Word <2003>.
 A new untitled document is created.

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Mail Merge cont.
 Start a mail merge, follow these steps, as appropriate
for the version of Word that you are running.
 Microsoft Word 2002
On the Tools menu, click Letters and Mailings, and then click
Mail Merge Wizard.
 Microsoft Office Word 2003
On the Tools menu, click Letters and Mailings, and then click
Mail Merge.
 Microsoft Office Word 2007
On the Mailings tab, click Start Mail Merge, and then click
Step by Step Mail Merge Wizard.

10. Presented by TIRAGANA AudesUganda Martyrs University 10
Mail Merge cont.
 We shall use Microsoft Office Word 2003
 From the pull down menu, select Letters & Mailings,
then select Mail Merge... A task pane will appear on
the right of the word document.
 Under Select document type, choose one of the
following types of documents:
 Letters
 E-mail messages
 Envelopes
 Labels
 Directory

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Mail Merge cont.

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Mail Merge cont.
 A task pane that appears
 With a list of documents
displaying Step 1 of 6
 Select document type
 click Letters (our class
example we shall use letter
but for exercise use other
document types)

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Mail Merge cont.
 Step 1: Select document type and main document
(in our case we shall select letter)
 Letters
 E-mail messages
 Envelopes
 Labels
 Directory
 Click Next: Starting document.

14. Presented by TIRAGANA AudesUganda Martyrs University 14
Mail Merge cont.
 Step 2: Select starting document
 This step gives you an option of selecting how you
want to start your document.
 Use current document.
 Use template
 Use existing document.
 Select (Use current document)
 Click Next: Select recipient.

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Mail Merge cont.
 Step 3: Select recipient
 This step gives you an option
to select the recipient list
your document.
 Use existing list
 Select from Outlook Contacts
 Type a new list
 Select (Type a new list)
 Click: Create…

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Mail Merge cont.
 A new address window will appear with default
settings
 Click Customise…
to customise the
address list.
By adding and
removing field
names
 Enter the fields
 Click: Close

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Mail Merge cont.
 When you Close, Save the Address List dialogue
window appears.
 Save

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Mail Merge cont.
 Mail Merge Recipients
 Find…
 Edit…

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Mail Merge cont.
 Step 4: Write your Letter
 Write the Letter and add
recipient information to
your letter
 Click Next:
Preview your letters.

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Mail Merge cont.
 Step 5: Preview your Letter
 Make changes
 Click Next:
Preview your letters.

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Mail Merge cont.
 Step 6: Complete your merge.
Merge is ready to produce your letters
 Merge
 To Print…
 Merge to
Printer
 All
 Current record
 Specify

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Mail Merge cont.
 Merge Individual Letter…
Merge to New
Document
 All
 Current record
 Specify

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Mail Merge cont.
 Once you specify what how you want to
Merge,
 A new document will be created with all your
personalised merged letters.
 To make changes to all the letters, switch
back to the original document.
 Discuss the Mail Merge Tool Bar

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Mail Merge cont.
SUMMARY OF MAIL MARGE STEPS
 Step 1: Choose a document type and main
document
 Step 2: Select starting document
 Step 3: Select recipient
 Step 4: Write your letter
 Step 5: Preview your merged letter
 Step 6: Complete your merge

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Review Questions
 What is mail merging?
 How did Mail merge come about?
 Where can this technique of mail merging be
applied?
 What files do you need to create in order to use
mail merging technique?
 What are the results of mail merging?
 What are the advantages of using mail
merging?
 What is a field, entity and record?