Mail Merge a letter for Integration Office 2016

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Presentation transcript:

Mail Merge a letter for Integration Office 2016 © EIT, Author Gay Robertson, 2016

What is mail merge? Mail merge is when you use a special document created in Word which contains field codes. The field codes ‘join up’ with a data source in eg Access, to produce a combined output The document in Word eg a form letter, is customized for each client. For example, instead of "Dear Customer,"; you can have "Dear John or Dear Mr Smith,". The name comes from your database or data file.

A form letter might look like this … When merged with a data source the data would appear from the database …

These are the individual field codes … They match “field names” in the data source

The data source (which is called the Mail Merge Recipients) contains the data that is “merged” into the Word document where the codes appear

how to do it ...

Mail merge a word document with Access table or query to make a letter Be in your source Word document (this can be a blank document or a document that already has text in it) Click on Choose

Click on choose Navigate to YOUR folder containing the existing list click on the database/workbook/word table you are going to use as your data source Choose the table or query you are going to use as your data source eg

Click on This is the list of recipients (or who the letter is going to) Click on OK to close the list of recipients

Click on group choose This will appear

This will appear in your letter if you used an Address Block or if you used individual field codes

Go to group, click on the same data will appear whether you Used an address block or Inserted individual field codes Click on again to go back to codes

Click on Check the format of the greeting line eg if a comma is included you should change to “none” for a professional business layout of a letter change by clicking on “down arrow”

This will appear in your letter Click on to see the data Use to move through records Click on again to go back to codes

Insert individual merge fields click in text where the data is required Click on Merge fields will appear. Click Field required Merge field will appear in the document. Preview to see data.

How do you merge the letters and get printouts? Move along the Mail Merge toolbar and look at the options to Merge the form letter with the data source

Merge to a new document First option is to merge to a new document (this means that you can check the layout of each form letter and edit if necessary)

Which records to merge … Choose to merge all the records (that means all the names on the Mail Merge Recipient list will have a letter printed just for them!)

Merge to the printer Second option is to merge straight to the printer (this means that you cannot check the layout of each form letter and edit if necessary – so be sure it is correct before you print!)

End show