MS Word Mail Merge Computer 1

Mail Merging  Businesses and organizations often want to send the same letter to several people (mass mailings)  Ex: credit card applications  Mail merging combines a word processing document with a data source (database)  Such as a list of names and addresses to produce personalized documents  Hundreds of individual letters, certificates, labels, and envelopes can be created with just two documents

Mail Merging Documents used in a mail merge include: 1. Main document: Contains special mail merge fields that act as placeholders for the recipient’s name and address. – This is saved as a word processing document. 2. Data Source: Lists the specific recipient information. – This is saved as a database and not as a word processing document.

Mail Merging  Main Document options:  Create a new document  Start from a template  Use an existing document  Data Source options:  Word  Excel  Outlook  Text file

Main Document and Data Source Main Document = Word Processing file Data Source = Database file Documents merged together. Insert merge fields here This particular database would create nine individual letters.

Letters  Correspondence sent from one business or individual to another  Types of Letters  Personal-Business Letter  Includes no letterhead (stationery)  Business Letter  Includes letterhead (stationery)

Parts of a Business Letter 1. Return Address (Your address) 2. Date 3. Sending Address (Inside Address) 4. Salutation (Greeting): 5. Body (Complete with an introduction, body, and conclusion) 6. Complimentary Close (Sincerely, Thank you)  Followed by 4 spaces (for your signature)  Writer’s typed name

Types of Business Letters  Formats for Business Letters:  Modified Block – Date, closing, and signature block are typed at center point (six tabs over)  Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs)

Memorandums (Memo)  Correspondence within a business (in-house)  Single space within the paragraphs and double space between paragraphs  Types of Memorandums:  Simplified  Formal  Widely used by businesses  The simplified memorandum:  Is quickly and efficiently formatted  Is often keyed on a plain piece of stationery

Memorandums (Memo) Formal Memorandums:  Use special headings preprinted on the stationery  Headings (Double spaced and typed in all caps) TO: FROM: DATE: SUBJECT:

Formal Memo Formal memos are used for inner-office communication. A formal memo is usually keyed on company letterhead. The headings are in all caps and the descriptors are vertically aligned. A double space separates the parts of the memo. The paragraphs of the body are single spaced with a double space between them