Mail Merge

Merging means to combine or merge existing data to form new data as per user’s requirements. The Mail Merge feature in MS-Word allows the user to generate bulk of personalized correspondence quickly and conveniently by merging information from two different files. For instance you can merge a list of names and addresses from one file with a form letter in another file to create a number of personalized form letters. The Mail Merge feature allows you to send merged documents directly to the printer or save them to a file for editing and later printing, once the main document and the data source document are prepared.

Date Source: This document contains information that varies in each version, such as the names and addresses of each recipient of a form letter.

Main Document: This document contains text and other items which you want to be identical with each version of the merged document.

Merge fields: These are special instructions that are included into the main document to instruct MS-Word to print the variable information from the Data Source. MS-Word replaces merge fields in the Main Document with the appropriate information from the Data Source after the merging of Data Source and the Main Document is complete.

Letters

The user must ensure to type the text to be included in every form letter and leaving blank space for the text to be inserted from the Data Source. Following steps are undertaken to implement the Mail Merge feature in the document

• Select the Tools menu from the Standard Toolbar
• Choose the Letters and Mailing option from the list
• Mail Merge task pane will appear on your screen
• Click on Letter option and then choose Next Starting document at the foot of the task pane
• Select Next Select recipients at the foot of the Task pane.
• You can either use an existing list by browsing a document from the selected data source.
• You may also select to Type a new list and click on Create option in the task pane. New Address List dialog box will appear on your screen

Dialog Box Options

Customize: This option is used to edit a particular field such as Add, Edit, Delete, Rename, and up/down.

New entry: This option is used to store more records

Filter and Sort: This option is used to find a particular record and also give the conditions to a particular field. Filter and Sort option is very useful for mail merge as it facilitates the user to sort (Ascending, descending) the database on a particular field.

• Once you click on the cancel button a now a dialog box will appear to save the file by default. This file will be stored into my data source folder, but it can also be saved to another folder
• If your database already exists then select Use an Existing list option and Select a different list & Select the file name & Click on Open
• The existing database can be edited from Edit recipients list, which will be enabled if the file has been selected form the database. To edit or add any new entry just select a recipient from the database and click on edit, a new window will appear from where you can add , delete, find a particular entry
• Save the document by clicking on the Save As or Save option from the File menu
• Consequently a new window will appear which displays the entire recipient name you can customize the any fields like add, remove, edit, find etc
• Lastly click on Ok button
• Mail Merge toolbar will emerge in the main document window
• Click on Write to letters, Place the point of insertion where the Merge Fields are to be appeared
• Click the Insert Merge Field button on the Mail Merge toolbar to insert merge fields into the main document. Spaces and punctuation marks can also be inserted between merge fields, just as you would in any address. Note that, the merge field can be inserted more than once in the main document
• Click the Merge to New Document button on the Mail Merge toolbar and store letters in a new document
• In order to merge the record to all recipient Select All and click on Ok button, or Select Current record, for merge the record to a single recipient Or Select From To options, Like Not to all (Exam – 2 to 6 or 3 to 7)
• To print the resulting form letters click the   Merge to Printer button on the Mail Merge toolbar

Envelopes

Creating Envelopes

Following steps are undertaken to create envelopes

• Select the Tools option
• Choose Letters and mailing option from the drop-down list
• Click on Envelopes and labels
• Place the Return address into the Return address box
• Click to add to document
• Click on options a dialog box will appear for Envelope Options
• Another dialog box will pop-up to Save, Click Yes button for saving the same

• Select Tools and choose Labels and mailing
• Click on Mail merge to display the mail merge task pane
• Choose Envelopes from select document type
• Next to click Starting document, Choose a starting document option. If you began with a blank document choose change document layout or choose start from existing document to use existing envelopes setup
• Select Choose document layout and click on label option to set up
• Click on Envelope options and set up the envelop you want to use, select the envelop size and font options, after click on Ok, place the envelope in the document window

Select recipient list

• Attach the data source from Existing list or Outlook folder or Create a new list
• Use an Existing list, by selecting the file from browse options. In case you have saved the database into Microsoft excel, Select the file and Click on open, to open the document
• Select the Sheet and click on Ok a dialog box will appear on your screen

Modifying the recipient

In order to modify the recipient list following steps are undertaken

• Click edit recipient list
• Perform sorting or filtering, or selecting individual records as required
• Click next to Arrange your envelope to proceed
• Position the point of insertion point on the envelope and insert the fields you want to use
• Insert a Postal bar code before the name fields by clicking on the postal bar code. This is done to speed up the delivery process
• Click to Preview your envelopes
• Click Complete the merge when you are ready to proceed
• Next click to edit individual envelopes and select All form merge to document screen
• The address can be printed into envelopes by clicking on print and select All or Current record or From To Options as per your requirements
• Lastly click Ok

Labels

Creating Labels

Steps undertaken to create labels are as follows

• Select Tools Labels and mailing
• Choose the Mail merge option to exhibit the mail merge task pane
• Click on Label from select document type
• Next to click Starting document. Choose a starting document option. If you began with a blank document choose change document layout and choose start from existing document to use existing label
• Select Choose document layout and click on label option to set up
• Select the product number that appears on your label package

Editing labels

In case the type of label you want to use is not listed in the Product number box, you can use one

of the listed labels, or create your own custom labels by clicking on the New Label, after that for customize click on details. For creating a new Label select choose New Label to invoke the New Custom Laser

The New Custom Laser window is used to modify the Margin, Label height, width. In case you wish to print label only then decrease the Number to down and same as Number across.

Steps for editing labels

• Click Next select recipient
• Choose use an Existing list by selecting the file from browse options
• Next click to Arrange your labels or set up the labels with the fields you want to use
• Insert and format the fields on the first labels
• Click to Update all labels
• Preview your labels to get a picture of the final merged document
• Click Next on Complete the merge.
• At last for Merge to new documents click on Edit Individual labels and select All (Merge record) options Ok

Print of labels directly by clicking on Print from merge options