Advance Word Processing

Skills
BY GROUP: 3
Mail Merge and Label Generation
• Mail Merge
• One of the important reasons in using computers per se 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 maybe, it
can only be as the person using it.
• In this particular part of our lesson, we will learn one of the most powerful
and commonly used features of Microsoft word called ” MAIL MERGE”.
As the name suggest this features allows you to create documents and
combine or merge them with another documents or data file. It is commonly
used when sending out advertising materials to various recipients.
 Mail merging basically requires two components : the document
that contains the message and the document or file that generally
contains the list of names and addresses, as in our scenario. When
these two documents are combined(merged) during mail merging ,
feed your printer with enough paper until all mailers are printed out.
Each document includes the individual names and addresses you need
to send it to.

LET US ASSUME THIS IS THE MAILER THAT YOU WOULD WANT TO

SEND:
C:\Users\User3\Desktop\group 3 nipa.docx
Two components of mail merge
1. FORM DOCUMENTS
Our sample letter above is what we call a form document-the first component
of our mail merge document. It is generally the documents that contains the main
body of the form document that remains the same no matter whom you send it to
from among your list.
Also include in the form document is what we call place holders, also referred
to as data fields or merge fields. This marks the position on your form document
where individual data or information will be inserted. From our sample document,
the place holders are denoted or marked by the text with double-headed
arrows(<< >>) on each side and with a gray background. On a printed standard
form, this will be the underline spaces that you will see and use as guide to where
you need to write the information that you need to fill out.
2. LIST DATA FILE
The second component of our mail merge document is the list or
data file. This is where individual information or data that needs to be
plugged in (merged) to the form document is placed and maintained.
One of the best things about the mail merge feature is that allows data
file to be created from within the Microsoft word application itself, or
it gets data from a file created in Microsoft excel or other data formats.
In this way, fields that needed to be filled up on the form documents
can easily be maintained without accidentally altering the form or main
document. You can easily add, Removed, modify, or extract your data
more efficiently by using other data management application like excel
or Access and import them in word During mail merge process.
Label Generation
Included in the mail merge feature or Microsoft word is the label
generator. It just make sense that after you print out your form letters,
you will need to send it to individual recipient in an envelop with the
matching address printed directly on the envelop or on a mailing label
to stick on