Mail merge

editing your mail merge

-Choose Edit Recipient List. -In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you don't want to receive your mailing.

Step 2 : start the mail merge

-In Word, choose File > New > Blank document. -On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of merge you want to run or choose Mail merge wizard which facilitates the process and quite staright foward -Choose Select Recipients > Use an Existing List. -Browse to your Excel spreadsheet, and then choose Open.

Benefits of Mail merge

-saves time ( saves retyping and editing lots of documents) -helps reduce the number of errors that may occur in editing or retyping the document -easy to make a change to happen to every letter - letters can be personalized -much easier to proof read a letter than so many - the same data source can be reused

Uses of mail merge

1.Invoice 2.Writing letters to customers 3.Mail short (surveys) 4.Personal(Christmas/wedding)

2 key components of mail merge

Form document and list of data file

Step 4: Preview and finish the mail merge

On the Mailings tab, choose Preview Results. Choose the Next record button for mail merge preview results or Previous Previous record button for mail merge preview results record button to move through records in your data source and view how the records will appear in the document. In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages.

Step 3(b)

To insert a greeting line in an email message or a letter On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line. In the Insert Greeting Line dialog box, do the following: Under Greeting line format, change the salutation if necessary by choosing the greeting (Dear is the default), the format for the recipient name, and the ending punctuation (a comma is the default). and Under Greeting line for invalid recipient names, choose an option in the salutation list. Choose OK. Choose File > Save.

Step 3 (a)

To insert an address block for an envelope, a label, an email message, or a letter On the Mailings tab, in the Write & Insert Fields group, choose Address Block. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear on the envelope. Choose OK. Choose File > Save.

step 3 (c)

To insert data from your spreadsheet in an email message or a letter On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your spreadsheet), and then choose Insert. Repeat step 2 as needed, and choose Close when done. Choose File > Save.

Step 5: Save your mail merge

When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing. Open the mail merge document and choose Yes when Word prompts you to keep the connection.

step 1 of creating a mail marge

make sure you have prepared data of the people you are writing to and a small text/ address that will make it look personalized( have a data source)

What is mail merge?

the automatic addition of names and addresses from a database to letters and envelopes in order to create a personalized letter

Form Document

the document that contains the main body of the message we want to convey or send. (Placeholder/ data field/ merge fields, this marks the position on where individuals data or information will be inserted)

Why do you need mail merge?

to facilitate/make it easier for us to send a common letter to many recipients but personalized

List of Data File

where the individual information or data needs to be plugged into the form document placed and maintained