Mail Merge

Word-Lecture 3

CBA
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There are moments in our lives when we find ourselves at a
crossroads; afraid, confused, without a roadmap.

The choices we make in those moments will

define us for the rest of our life.
IN SIMPLE WORD
A mail merge can be useful when a message needs to be sent to many
people at once. The documents are made into a single source when they
are merged. This also allows changes such as names and addresses to be
made easily.

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WHY MAIL MERGE
The biggest advantage of mail merge is that a company can write
and send one standard letter to a large number of stakeholders,
such as its shareholders, without manually adding each name and
address.

Mail merge can generate hundreds of letters and envelopes that

are tailored to read as though they were written to individuals.

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Mail merging is done in following simple steps:

Creating a Main document.

Creating a Data Source.

Adding the merge fields into main document.

Merging the data with the main document.

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STEP 1 : PREPARE YOUR MAIN DOCUMENT

Type the body of the email message you want to send to everyone in Word before you begin. If
you’re telling people about an upcoming event, for example, include the name, date, time,
and location of the event. Those event details are important for everyone to know.
Step
On the Mailings tab, in the Start Mail Merge 2 group, choose Start Mail
Merge > E-mail Messages.

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STEP 2 : PREPARE DATA IN EXCEL FOR MAIL
MERGE
The most important step in the mail merge process is to set up and prepare your data.
You'll use your Excel spreadsheet as the data source for the recipient list.
It contains the records that Word uses to pull information from to build your email
messages.

Here are some tips to prepare your data for a mail merge. Make sure:
– Column names in your spreadsheet match the field names you want to insert in your
mail merge. For example, to address readers by their first name in your document, you'll
need separate columns for first and last names.
– All data to be merged is present in the first sheet of your spreadsheet.
– The Excel spreadsheet to be used in the mail merge is stored on your local machine.
– Changes or additions to your spreadsheet are completed before it's connected to your
mail merge document in Word.

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CREATE THE LIST IN A TABLE

Save the Document

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STEP 3.1: START MAIL MERGE AND LINK YOUR
MAILING LIST

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STEP 3.1: SELECT YOUR DATA FILE AND
COMPLETE YOUR LINK WITH MAIN DOCUMENT

Go to the folder where you saved your Data

source file before.
And Select the file to link with main document

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 STEP 3.3 : ADDING MERGED FIELDS (COLUMN
NAMES FROM YOUR DATA SOURCE EXCEL TABLE)
IN PROPER PLACE

Step 2 : Add
Step 1 : Place merge fields
Your Cursor in
Proper place

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STEP 4 : FINISH MERGE AND DISPLAY/EDIT
INDIVIDUAL LETTERS

Do not Delete the Main

Document. You will get
Zero in Assignment if you
do. 13
TIPS

It is better to use a Existing List for mail merge rather than

Make a New list. So that we can reuse the list for different
purposes.

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REFERENCES

https://www.youtube.com/watch?v=ZQJydKxJtd8

https://support.office.com/en-us/article/Use-mail-merge-to-send-bulk-email-m
essages-0f123521-20ce-4aa8-8b62-ac211dedefa4

https://support.office.com/en-us/article/Mail-merge-using-an-Excel-
spreadsheet-858c7d7f-5cc0-4ba1-9a7b-0a948fa3d7d3?ui=en-US&rs=en-
US&ad=US

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 Watch the link of the following video and make a PowerPoint
presentation explaining how Mail Merge works for Customer Accounts
Receivable Letter or E-mail

Excel Magic Trick 1225: Excel/Word Mail Merge for Customer Accounts Receivable Letter or
E-mail

https://www.youtube.com/watch?v=lxHBX222HoM

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