ALKEN MAALA

MAIL MERGE
 CONTENT
L3: USE DOCUMENT
PROCESSING

L3: PERFORM DATABASING

L3: PERFORM MAIL MERGING

IN DOCUMENTS
 MAIL MERGE?
a computerized process that
allows you to create
personalized documents, such
as letters, envelopes, labels,
or emails, by combining a
template or master document
with a data source.
HOW TO
PERFORM
MAIL MERGE?
 STEP 1
Open any spreadsheet in your pc and
encode your database.
We will use Excel in this example.
STEP 1.1
In your spreadsheet, the following
column titles should be placed in row 1.
(Title, Name, Position & Company)

Encode the respective data that you

need for the recipient of the letters. For
this example, we will have 3 recipients
 STEP 1.2

Save your file by:

1. Click on the file tab
2. Select ‘This PC’, and then ‘Documents’
 STEP 1.2

Save your file by:

3. A new window will pop-out. Rename File to
“Recipients”.
4. Click Save.
5. Close your Excel.
 STEP 2
Open any document processor in your pc
and encode your letter.
We will use Word in this example.
Your letter should contain Heading

Inside Address leave blank

the following:

Salutation leave blank

Body

Closing Compliment
Signature
 STEP 2.2

1. Click on the
‘Mailings Tab’
2. Click ‘Start
Mail Merge’,
and select
‘Letters’.
STEP 2.2

3. Click on the ‘Select Recipients’, and

‘Use an Existing List’
STEP 2.2

4. Locate the Excel File that you saved

earlier, and click ‘Open’.
STEP 2.2

5. A new window will pop-out. ‘Click OK’.

 STEP 3
Highlight on the first line of the Inside
Address. We will replace this with the
Name of the Recipients.
 STEP 3.2

1. Go to
‘Mailings’,
and select
‘Insert Merge
Fields’
2. Select Title.
3. Hit the ‘Space
Bar’, and do
again step 1.
4. Select Name.
Your ‘Inside
Address’ should
look like this.

5. Do the same
for the lines for
position and
company name.
 STEP 3.2

Your ‘Inside
Address’ should
look like this.

5. Do the same
for the lines for
position and
company name.
 STEP 4
Once done, click on the ‘Preview Results’
on the ‘Mailings’ Tab. You can use the
arrows to navigate through the recipients.
STEP 4
Your ‘Inside Address’ should look like this.
This is how your
letter should
look like.
 STEP 5
Under the ‘Mailings’ Tab, click on ‘Finish &
Merge’, and select ‘Edit Individual
Documents’. This will let you separate the
letters by each recipient.
OTHER MAIL MERGE
APPLICATIONS

CERTIFICATES
PRODUCT LABEL
EVENT INVITATION
FORMS
ETC.