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Do you have a long list of names and addresses that you need to send letters to? The Mail Merge process combines a Word document with a data source to quickly create letters that feel personal.
Set up and Choose Document TypeTo begin the mail merge process, you first need to choose what sort of document you want to create.
The Mail Merge wizard advances to the next step. Select a DocumentThis next step is to select a starting document.
The Mail Merge wizard moves on to step 3. Select RecipientsNow, you will need to choose where you’ll get your list of addresses from. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list.
The Mail Merge wizard moves on to step 4. Write Your LetterAfter the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document. The merge fields are placeholders in the document for unique information from the recipients list. When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient.
The Mail Merge wizard moves on to step 5. Preview Your Mail MergeSometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names. You can easily preview how the mail merge will appear before finishing the mail merge. This is encouraged to make sure the results appear as you want them to.
The Mail Merge wizard moves on to the final step. Complete the MergeOnce you’ve added the list of recipients and filled out a document with merge fields, the last step is to finish the merge by making a separate version of the document for each recipient. There are a couple of different ways you can finish the mail merge:
Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose.
FREE Quick ReferenceClick to Download Free to distribute with our compliments; we hope you will consider our paid training. Which of the following allows you to position the data correctly in a mail merge?4. To position the data correctly in a Mail Merge document, you need to use field placeholders.
When you merge a document the placeholder that you can add are for?The merge fields are placeholders in the document for unique information from the recipients list. When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient. Click where you want the information. Select one of the placeholder options.
Which option is used to merge fields in main document?Choose the down-arrow under Insert Merge Field, and select a field. If you don't see your field name in the list, choose Insert Merge Field. Choose Database Fields to see the list of fields that are in your data source. Choose Insert.
What is the purpose of a mail merge field?Mail Merge is a handy feature that incorporates data from both Microsoft Word and Microsoft Excel and allows you to create multiple documents at once, such as letters, saving you the time and effort of retyping the same letter over and over.
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