MAIL MERGE

AND
LABEL GENERATION
 MAIL MERGE

One of the important reason in using

computers is its ability to do recurring task
automatically. But this ability has to be honed
by learning the characteristics and features of
the software you use with your computer. After
all, no matter how good or advance your
computer and software may be, it can only
be as good as the person using it.
 TWO COMPONENTS OF MAIL MERGE

1. FORM DOCUMENT
-It is generally the document that contains the body of
the message we want to convey or send. The main body of
the message is part of the form document that remains the
same no matter whom you send it to among your list.
2. LIST OR DATA FILE
-This file is where the individual information or data that
needs to be plugged in (merged) to the form document is
placed and maintained. You can easily add, remove,
modify, or extract your data more efficiently by using other
data management applications like Excel or Access and
import them in World during the mail merge process.
 LABEL GENERATION

Included in the mail merge feature on

Microsoft@ Word is the Label Generator. It just
makes sense that after you print out your form
letters, you will need to send it to individual
recipients in an envelope with the matching
address printed directly on the envelope or on a
mailing label to stick on.
Steps in creating a simple mail merge:
1. Open Microsoft Word and start a new blank document. You can use the keyboard
shortcut Ctrl+N after Microsoft Word has been loaded or opened.
2. On the Mailings tab, from the Start Mail Merge group, choose Start Mail Merge Letters.
3. Save your letter and name it “Sample Letter”.
4. Insert the fields you need in the letter ( Name, Company, Address Line 1, Address Line
2 and Title). You may want to make special marking on these fields as you are typing
it. Most common marking you can do is by typing it in capital letter or all caps so you
can easily identify them later.
5. Save the main document once more. You can use Ctrl+S to quickly do this step.
6. On the Mailings tab in the Start Mail Merge group, choose Select Recipients – Type a
New List.
7. Click the Customize Columns button on the dialog box for the New Address List.
8. Select a field that you do not need then click the Delete button. A confirmation dialog
box appears.
9.Click Yes in the confirmation dialog box. The dialog box closes , and
the unnecessary field disappears.
10. Repeat steps 8 and 9 for each field you do not need. After removing
the excess fields, the next step is to add the fields you need.
11. To add a field that you need in your document, click the add button.
12. Type the field name on the prompt inside a small Add field dialog box
and click the OK button.
13. Repeat steps 11 and 12 for each new field you need in your main
document.
14. Click the OK button on the Customize Address List dialog box to
confirm your changes.
15. The New Address List dialog box will appear again ready for you to
type in your data.
16. Type the individual data from your list corresponding to Name,
Company, Address Line 1, Address Line 2, Address Line 3 and Title.
17. Press the Tab key each time to enter the next field.
18. To add a new record , press the Tab after inputting the last field.
When you press the Tab key on the last field in a record, a new record is
automatically created and added on the next line.
19. Repeat steps 16 through 18 until you enter all the record you want.
Once you are done typing your data, Click the OK button on the Add New List
dialog box to save your data . A special Save Address List dialog box pops up, allowing
you to save the recipients list.
20. Type a name for the address list. Name it “clients list”.
21.Click the save button. You should be back on your main document soon after.
22. Select a field placeholder (ALL CAPS) in the main document.
23. Click the Insert Merge Field command button.
24. Choose the proper field to insert into your text. For example, if you are replacing the
text name in your document with a name field, choose the Name Field from the Insert
Merge Field menu. The field is inserted into your document and replaces the ALL CAPS
text.
25. Continue adding fields until the document is complete. Repeat steps 22 through 24
as necessary to stick all fields into your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print, or send your merged documents through
email.
28. Or you may want to choose Preview Results to check your work before you send it.
29. You should get a merged document close to this one. If you decide to print the
document, the merge to printer dialog box appears, from which you can choose
records to print. Choose all to print your entire documents. Alternatively, you can
specify which records to print. Click OK. The traditional Print dialog box appears. Click
the OK button again to print your documents.
30. Save and close your document.
 INTEGRATING IMAGES AND EXTERNAL
MATERIALS

 Integrating or inserting pictures in your documents is fun

and it improves the impression of your document. A
common use of inserting a picture on a document is
when you are creating your resume. Though seemingly
simple to do, your knowledge on the different kinds of
materials that you can insert or integrate in a World
document and its characteristics can help you create
more efficient, richer document not only in content but
also in physical form.
 KINDS OF MATERIALS:
There are various kinds of materials Microsoft@ Word is capable of
integrating to make your documents richer, more impressive, and more
informative. Let us describe each of them.
1. Pictures- Generally, these are electronic or digital pictures or photographs
you have saved in any local storage device. There are three commonly
used types of pictures file. You can identify them by the extension on their
file names.
• JPG- This is pronounced as “jay-peg”, and is the short form for jpeg or
Joint Photographic Experts Group. Like all the rest of the image file
extension, it identifies the kind of data compression process that it uses
to make more compatible and portable through the internet.
• .GIF- This stands for Graphic Interchange Format. This type of image file
is capable of displaying transparencies. Therefore, it is good for
blending with other materials or elements in your document.
Apparently, this may not be too useful on a printed document but if
you are sending documents electronically or through email, or even
post documents into a website, then this could be quite impressive.
• .PNG- This is pronounced as “ping”. It stands for Portable Network
Graphics. It was built around the capabilities of .GIF. Its development
was basically for the purpose of transporting images on the Internet
faster rates. It is also good with transparencies but unlike .GIF, it does
not support animations but it can display up to 16 million colors, so
image quality for this image file type is also remarkably improved.
2. Clip Art- This is generally a .GIF type; line art drawings or images used
as generic representation for ideas and objects that you might want to
integrate in your document. Microsoft@ Word has a library of clip arts
that is built in or can be downloaded and used freely. There are still
other clip arts you can either purchased or freely download and use
that come from third-party providers.
3. Shapes- These are printable objects or materials that you can
integrate in your document to enhance its appearance or to allow
you to have some tools to use for composing and representing ideas
or messages.
4. Smart Art- Generally, these are predefined sets of different shapes
grouped together to form ideas that are organizational or structural in
nature. If you want to graphically represent an organization, process,
relationship, relationship, or flow for infographic documents, then you
will find this easy and handy to use.
5. Chart- Another type of material that you can integrate in your
Word document that allows you to represent data characteristics
and trends. This is quite useful when you are preparing reports that
correlate and present data in a graphical manner.

6. Screenshot- Sometimes, creating reports or manuals for training

or procedures will require the integration of a more realistic image
of what you are discussing on your report or manual. Nothing can
get you a more realistic than screenshot. Microsoft@ Word even
provides a snipping tool for your screen shots so you can select
and display only the part that you exactly like to capture on your
screen.
 KEY TERMS:
 Mail merge- a feature that allows you to create documents and combine
or merge them with another document or data file.
 Form document- the document that contains the main body of the
message we want to convey or send.
 Data file- includes the individual information or data or the recipients
information.
 Merge Field/Place Holder- marks the position on your form document
where individual data or information will be inserted.
 JPG- file extension for the Joint Photographic Group picture file.
 .PNG- file extension for the Portable Network Graphic image file.
 .GIF- file extension for the Graphic Interchange Format image file.
 Clipart- line art drawings or images used as generic representation for
ideas and objects.
 Smart Art- predefined sets of different shapes grouped together to form
ideas that are organizational or structural in nature.
 Text Wrap- adjust how the image behaves around other objects or text.
THANK YOU!