Mail Merge using MS Word and Excel

1. Mail merge
PS12 SECONDARY 4 CPA PART 2

2. What is mail merge?
 Mail
merge is the automatic process
of creating several pages of the
same document according to a
mailing list.

3. Conditional mail merge

Conditional mail merge is mail merge with one
or more conditions.

This process is used to choose addressees or
recipients who satisfy the condition(s) indicated
by the owner.

4. Objectives of Lesson
1)
You will apply conditional mail merge to select
the people from a list to receive a letter.
2)
You will also understand how time can be
saved by using the conditional mail merge
feature.

5. Our lessons

There will be 2 class demonstrations with
explanations.

You need to understand how each conditional
mail merge works.

6. Demonstration 1:
Mail merging with no conditions

Open the file “mail_merge” and save it as “mail_merge_all”.

Use the file “namelist.xls” as the data source/recipient list.

7. Demo 2 – Conditional Mail merge for
female recipients only

This demonstration involves conditional mail merge.

Open the file “mail_merge” and save it as “mail_merge_female”.

Use the file “namelist.xls” as the data source/recipient list.

To do conditional mail merge, we need to check/ uncheck the names in
the data source/ recipient list.

8. Recap the steps:

Watch http://thecpachannel.wordpress.com

9. Class Assignment (Before)

Worksheet 12.3
Dear ____________
Visit to Gardens by the Bay
Based on the responses gathered from the online poll, we will be going to
Gardens by the Bay. There will be two sessions for the visit for your class on 31
May.
Based on your preference, you will be allocated session ____. The reporting
time is as follows:
Reporting time: ____________
Thank you.

10. Class Assignment(After)

Worksheet 12.3
Dear Chan Lip Seng
Visit to Gardens by the Bay
Based on the responses gathered from the online poll, we will be going to
Gardens by the Bay. There will be two sessions for the visit for your class on 31
May.
Based on your preference, you will be allocated session 2. The reporting time
is as follows:
Reporting time: 1pm
Thank you.

11. 10 minutes:
WORKSHEET 12.3: Mail merge (Part A)

FILES: „details‟ and „mail_merge_student‟

Follow the instructions below.
1. Open the file „mail_merge_student‟.
2. In the header, enter your name, class and index number.
3. Make your document into a merge document.
4. Select the file „details‟ as source data.
5. Insert the 3 fields.
6. Save your merged document as ‘mail_merge_name’
7. Merge to a new document and save your merged document as
„mail_merge_name_all‟.

12. 10 minutes:
WORKSHEET 12.3: Mail merge (Part B)

FILES: „details‟ and „mail_merge_student‟

Follow the instructions below.
1) Open
the file ‟ mail_merge_name’
2) Choose
3) Merge
4) Save
Edit Recipient List
to a new document for gender „M‟ only.
your merged document as
„mail_merge_name_conditional‟.

13. 5 minutes: Printing to lab printer
mail_merge_name
2. mail_merge_name_all
3. mail_merge_name_conditional
Write your name,
Staple and hand up.
1.