mail merge using ms word

2. TOPICS :-
 OVERVIEW
 ADVANTAGES OF MAIL MERGE
 MAIN DOCUMENT
 MERGE FIELD
 DATA SOURCE
 STARTING A DOCUMENT AND
STEPS INVOLVED IN MAIL MERGE
 QUICK REVIEW

3. Mail Merge is most often used to print or email
form letters to multiple recipients. Using Mail
Merge, you can easily customize form letters for
individual recipients. Mail merge is also used to
create envelopes or labels in bulk.
ADVANTAGES OF MAIL MERGE:-
 Saves our time and effort.
 Producing mass mailings is much simplified,
especially compared to the process of
prepare individuals letters or envelopes to
many people.

4. MAIN DOCUMENT :-
It contains the text that we wish to send to all
the recipients.
MERGE FIELD :-
It is a data item such as NAME, ADDRESS, CITY,
PIN etc which instruct MS WORD where to insert
the data source information in the main
document.
Mail merge involves three basic steps :
 Creating a main document.
 Specifying a data source.
 Merging the data source with the main
document.

5. DATA SOURCE :-
Data source consists of mailing list, for example,
name, address, city, pin, telephone number etc.
The data is organized in a tabular form along
with the field names. The data source is
associated with the main documents, so its field
names can be used in the main document and it
becomes easy to merge addresses along with
the main document.

6. STARTING A DOCUMENT FOR MAIL MERGE:-
In the Mailings tab, Start Mail Merge group,
click Start Mail Merge.

7. Click Step-by-Step Mail Merge Wizard.

8. Select your document type. In this session we
will select Letters. Click Next:

9. Select Use the current document and then
click Next: Select recipients.

10. Select recipients. In this class we will create a
new list, so select Type a new list and then
click Create

11. Create a list by adding data in the New Address
List dialog box and clicking OK.
o Save the list.

12. o

13. o Selecting Edit recipient list opens up the Mail
Merge Recipients dialog box, unselect records.
o Click OK to accept the list as is.

14. Click Next: Write your letter.

15.  Write the letter and add custom fields.
 Click Address block to add the recipients'
addresses at the top of the document.

16. o In the Insert Address Block dialog box, check
or uncheck boxes and select options

18. Press on your keyboard and click Greeting
line... to enter a greeting.

19. In the Insert Greeting Line dialog box, choose
the greeting line format by clicking the drop-
down arrows and selecting the options of your
choice, and then click OK.

21. Preview your letter and click Next: Complete
the merge.

22. Click Print to print your letters or Edit
individual letters to further personalize some
or all of the letters.

23. QUICK REVIEW :-
For Mail Merge, there are following basic steps :
 Start the mail merge
 Select the recipients
 Write the letter
 Preview your letter
 Complete the merge.
ASSIGNMENT :-
1. What is the use of Mail Merge?
2. Name the application used for performing mail
merge.
3. Explain the term:-
a. Main Document
b. Data Source