Mail Merge.

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Presentation transcript:

Mail Merge

Mail merge is a feature within most data processing applications that enables users to send a similar letter or document to multiple recipients. It enables .. Mail merge is used to create multiple documents at once. These documents have identical layout, formatting, text, and graphics.

Mail merge is a word processing procedure which enables you to combine a document with a data file, for example a list of names and addresses, so that copies of the document are different for each person it is sent to. [computing] The documents Word can create with mail merge include bulk labels, letters, envelopes, and emails.

here are three documents involved in the mail merge process: Your main document Your data source Your merged document

Mail merge is a feature within most data processing applications that enables users to send a similar letter or document to multiple recipients. It enables connecting a single form template with a data source that contains information about the recipient’s name, address and other predefined and supported data

Mail merge primarily enables automating the process of sending bulk mail to customers, subscribers or general individuals. Mail merge works when a data file is stored that includes the information of the recipients to whom the letter is to be sent. This file can be a spreadsheet or database file containing separate fields for each different type of information to be merged within the letter. The second file is the word document or the letter template. The recipients' information on the letter template is kept empty. When the mail merge process is initiated, the recipients' data from spreadsheet or database is fetched and placed within the empty field in the letter, one by one, until all letters are created.

Step 1: Prepare data in Excel for mail merge The most important step in the mail merge process is to set up and prepare your data. You'll use your Excel spreadsheet as the data source for the recipient list. Here are some tips to prepare your data for a mail merge. Make sure: Column names in your spreadsheet match the field names you want to insert in your mail merge. For example, to address readers by their first name in your document, you'll need separate columns for first and last names. All data to be merged is present in the first sheet of your spreadsheet. Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values. The Excel spreadsheet to be used in the mail merge is stored on your local machine. Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word.