MAIL MERGE

Mail merge is a software toolkit that is used to

produce multiple documents with a given
template, editing the basic information that is
supplied by a structured dataset. A sample output
are certificates od attendees in a seminar. Instead
of manually and individually inputting
information, it is automatically generated when
using Mail Merge. The template of the certificate
should, of course, be uniform, but the names
should customized for every individual.
Steps in Mail Merge:

1. Create a spreadsheet containing your information and make sure that the labels are written in the first row.
2. Indicate the source of information in your word processor.
a. On the upper part of the word processor, click the Mailings tab.
b. Under the Mailings tab, click the Select recipients option.
c. Then under the Select Recipients option, click Use Existing List.
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.
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.
5. Start writing 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 the column name that you want to insert.
Steps in Mail Merge:
6. Check the results 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 Results option, a text box with number is displayed. Press the Next Record and
Previous Record buttons to browse between pages.
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.
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 that will appear if the condition is met.
c. Fill up the Otherwise Insert This Text text box with the text tat will appear if the condition is not met.
9. Print the finished product.
a. In the Mailings tab, click the Finish and Merge option.
b. Under the Finish and Merge option, click Edit Individual Documents.
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 multiple similar pages where the labels’ position are customized.
c. The generated documents can be saved or printed depending on your preference.