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Mail Merge - What is it and how to do it


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9IST Information Software Technology School Certificate - Topic: Databases - What is a mail merge and how to do it

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Mail Merge - What is it and how to do it

  1. 1. Mail Merging 9IST T3L9 Databases
  2. 2. What is a mail merge <ul><li>Mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source . </li></ul><ul><li>School reports are ‘mail merged’ </li></ul><ul><li>The source data is an Excel Spreadsheet </li></ul><ul><li>The template is a word document </li></ul>
  3. 3. Mail Merge Benefits <ul><li>Create a single document with ‘fields’ in it that data is imported into </li></ul><ul><li>Consistent documents – keep the same formatting and look </li></ul><ul><li>Maintain data in a spreadsheet or other application such as an address book </li></ul><ul><li>Import data into the fields and generate one document per record </li></ul>
  4. 4. Common Uses <ul><li>Student Reports </li></ul><ul><li>Envelopes for bulk-mailing </li></ul><ul><li>Direct mail letters – same information but the name is personalised </li></ul><ul><li>Price Lists </li></ul><ul><li>Anything where many documents are needed that can done using a template </li></ul>
  5. 5. An advanced description <ul><li>The procedure of mail merging is typically carried out using a word processing program . </li></ul><ul><li>The template is a word processing document which contains fixed text . </li></ul><ul><li>The data source is typically a spreadsheet or a database which has a field or column matching each variable in the template. </li></ul><ul><li>When the mail merge is run, the word processing system creates an output document for each row 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. </li></ul>
  6. 6. Mail Merge Tutorial <ul><li> </li></ul><ul><li>Show that you can do a mail merge! </li></ul><ul><li>Use the above website (in pairs). Take it in turns to help each other complete your first mail merge. </li></ul><ul><li>Write up what you learned and link the above website into your word press journal. </li></ul>