The document explains the process of using mail merge, a software toolkit for generating multiple documents from a template with data drawn from a structured dataset. It provides detailed steps for creating a data set, designing a template, inserting customized fields, implementing rules, and printing the final product. The guide is aimed at empowering users to efficiently produce documents like certificates without manual input.

1. Productivity Tools:
Application Techniques
Technology Empowerment
Prepared by: EILLEN IVY A. PORTUGUEZ
Siari John H. Roemer Memorial National High School

2. Mail Merge
• Is a software toolkit that is used to produced
multiple documents with a given template, editing
the basic information that is supplied by a structured
data set.
• Examples output for mail merge are certificates.
Instead of manually and individually inputting
information, it is automatically generated when
using Mail Merge.

3. STEPS IN USING MAIL MERGE
1. Create a data set with title headings on a
spreadsheet application.
2. Create the template of the letter or document in the
word processor and insert the label that corresponds
to the spreadsheet.
3. Insert the label of customized detail in the word
processor and insert the label corresponds to the
spreadsheet.
4. Select the option preview in the word processor to
generate all of the pages with different information.

4. MAIL MERGE UTILIZATION
1. Create a spreadsheet containing your information
and make sure that the labels are written in the
first row.
Example:

5. 2. Indicate the source of information in your word
processor.
a. On the upper part of the word processor, click Mailings Tab.
b. Under the Mailing Tab, click the Select Recipients option.
c. Then under the Select Recipients option, click Use Existing List.

6. 3. Select the spreadsheet file you’ve created in step 1.
a. Browse the directory where you saved the spreadsheet file
containing the information you are going to use.
b. Select the spreadsheet file.
c. Click open
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7. 4. Select which sheet in the file contains the
information.
a. Select the sheet that you are going to use as your
reference for the information.
b. Click OK after highlighting the sheet.

8. 5. Start Typing or creating the template that you are going
to use.
a. To include the customized field, select the Mailings Tab.
b. Under the Mailings Tab, select the Insert Merge Field option.
c. From the Insert Merge Field option, select column name that you want to insert.

9. 6. Check the result of the label placement.
A. After assigning the labels, you can check the result by clicking the
Preview Results option under the Mailings Tab.
B. Beside the Preview Result option, a text box with number is displayed.
Press the Next Record and Previous Record buttons to browse
between pages.

10. 7. Implement Rules.
a. There are instances wherein a customized text should match a certain
label value. The Rules option can be useful.
b. On the Rules drop-down box, select the If… Then…. Else option.

11. 8. Set up the rule.
a. In the window that will appear, select the column name from the
spreadsheet that will be subjected to the rule. Then write the rule at the
Compare To text box.
b. Fill up the Insert This Text text box with the text that will appear if the
condition is met.
c. Fill the Otherwise Insert This Text text box with the text that will appear if
the condition is not met.

13. 9. Print the finished product.
a. In the Mailings tab, click the Finish and Merge options.
b. Under the Finish and Merge option, click Edit Individual Documents.

14. 10. Create a new document.
a. A small window will appear. Select the button All and click Ok.
b. A new document will appear with the multiple similar pages where the
label’s position are customized.
c. The generated document can be saved or printed depending on your
preference.