The document discusses Microsoft Word's mail merge feature and provides an example of how to use it. Mail merge allows a user to create customized form letters by merging contact information from an Access database into placeholder fields in a Word template letter. The user selects the data source, inserts merge fields into the Word template, previews the customized letters, and then prints or saves all of the merged letters in one document. Mail merge can also use a Word table or Access query as the data source instead of an Access table.

1. MAIL MERGE
Created by: Mrs. Rajni
Asst. Prof. in CS
Pt .Mohan Lal SD College for women
,Gurdaspur

2.  One very useful feature of Microsoft Office is
the Mail Merge feature.
 As an example of its use, suppose you want to
send out application letters for a job, and you
want to send them to many companies, but
have them customized for each recipient.

3.  In particular, suppose you have created the
following form letter in Word:

5.  But this is really just a template that you’d like
to be able to customize for each company
you’re sending this to.
 Suppose further that you have the contact
information for the companies you’re applying
to in a table in an Access database:

7.  To create the customized form letters you
want, you can either start from Access or from
Word, with the corresponding Access table or
Word document open.

8.  In Access, do Tools => Office Links => Merge
It with MS Word.
 In Word, do Tools => Mail Merge …

9.  The first thing you need to do is modify the Word
document (called the main document) to tell it
where the field values from the Access table
records go. (The Access table is called the data
source.)
 To do this, use the Insert Merge Field on the Mail
Merge toolbar for each such place in the
document.
 The result looks like this:

10. Mail Merge
Toolbar

11.  The field names that are to be used from each
record in the table are displayed between
double angle brackets.
 To see what actually gets inserted, record by
record, click the <<abc>> button.
 Here is what the letter looks like when the first
record is used:

13.  Use the arrow keys on the toolbar to see what
the corresponding result is like for each record
in the table.
 When you are satisfied all the letters, you can
then use the Merge… button to either send all
the letters to the printer or create a single
Word document containing all the letters.

15. Notes
 Mail Merge can also use a Word table rather than
an Access table as the data source.
 Mail Merge can also use an Access query rather
than a table. This is clearly more useful if, for
example, you only want to send letters to some of
the companies in your database, or if the data you
want to merge comes from multiple tables in your
database.

16. THANK YOU