What is Mail Merge and How it can be Done

What is Mail Merge and How it can be Done

Introduction:

Mail merge combines two components: 1. Main document and 2. Data Source to make combined document, one for each address. So, if there are 1000 addresses in the data source, then 1000 copies of same documents will created but each with the different address.

I have considered the content of the topic what I teach to my students based on book “MS Office 2007”. I have read the book of MS Office 2000.

 

 

Mail Merge:

Mail merge is a powerful feature of MS Office which combines documents such letters, envelops, labels, emails, spreadsheets and a database etc. and prepares multiple documents of same matter but with different address of each document e.g. If there are millions of customer of a company and company wants to spread same information to each and every customer. Company has prepares a document.

Mail merge combines it with company’s database and print one document for each customer with address details only.

Envelops may also be printed with mail Merge. Labels may also be printed with mail merge.

 

 

How to perform mail merge:

Mail merge consists of two components.

1. Document (letters, envelops, labels, emails, spreadsheets.) Document may be a letter, information a company want send to all of its customers.

2. Data Source: Data Source is an address file containing all the addresses of all the customers. Data file once stored. It can be used for different documents i.e. data file once stored. This data file may be used to spread any information of a company to each and every customer.

 

 

Step by step guidance Mail merge for MS Office 7.

Steps to start Mail Merge

1. Open the existing document or Create a document

2. Click on mailing

3. Click on Start Mail Merge

4. Select Letters

5. Click on Select Recipient

6. Click on Type a New List

7. Click on Customize Column

8. Select Field Names

9. Click on Delete and Click on yes. 10. Repeat steps 6 and 7 until all the fields are removed. 11. Click on Add 12. Type the Field Name 13. Click on OK 14. Repeat steps 9 to 11 until all the required fields are added. 15. Start entering Data Record 16. Click on New Entry after entering first record

Roll No. Name Of The Student Mother Name Father Name Residential Address City

1. Amarpreet Singh Mrs. Harpreet Kaur S. Jaspreet Singh Rajpur Bhaiyan Hoshiarpur
2.  Amrit Singh Mrs. Rajwinder Kaur S. Ranjeet Singh Harta Hoshiarpur
3. Arshpreet Kaur Mrs. Rajwinder Kaur S. Sukhwinder Singh Jallowal Hoshiarpur
4. Arshpreet Singh Mrs. Sandeep Kaur S. Onkar Singh Subhanpur Hoshiarpur
5. Bavneet Kaur Mrs. Kirandeep Kaur S. Amarjit Singh Makhangarh Hoshiarpur
6. Gagan Goel Mrs. Anjana Rani Sh. Narinder Kumar Hoshiarpur Hoshiarpur
7. Gurleen Kaur-I Mrs. Tajinder Kaur S. Jagir Singh Rajpur Bhaiyan Hoshiarpur

17. Repeat steps 13 and 14 until all the record are added.

18. Type Address file name and click on Save.

19. Position the cursor where you want to add Address.

20. Click on Insert Merge Field.

21. Select the field.

22. Press enter

23. Repeat steps 18 and 19 until all the required fields are added.

24. Name and other fields may be added at any point in the document.

25. Click on Preview

26. Document with first record will appear.

27. Click on Next to see the document with next address.

28. Click on Finish and Merge

29. Click on Print to print the document.

30. Document will be printed with each and every address.

31. Number of Documents will be equal to the number addresses in the address file.

 

 

Printing addresses on Envelops

For printing address on envelops same process has to be repeated but for printing address on envelops same process has to be repeated but Instead of 1 to 4 steps do these steps. 1. Click on Start mail merge 2. Select envelops.

 

 

Printing addresses on Envelops

For printing address on labels same process has to be repeated but for printing address on envelops same process has to be repeated but Instead of 1 to 4 steps do these steps. 1. Click on Start mail merge 2. Select labels. Observation: After performing above process same number documents will printed as many as the number of addresses are the there in the file.