Making Mass Mailings Easier Using the Mail Merge Feature in Microsoft Word.

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Presentation transcript:

Making Mass Mailings Easier Using the Mail Merge Feature in Microsoft Word

The Instructor This lesson is being presented by Brian Rosefield.

What will you learn today? You will be able to create your own mass mailing and proficiently use the basic functions of Mail Merge in Microsoft Word including:

– Using the Mail Merge Wizard.

- Creating a recipient list.

- Inserting merge fields.

Get with the program! Start Microsoft Word by clicking on the Start Menu, pointing to programs and clicking on Microsoft Word.

- Next, on the menu bar, click Tools, Letters and Mailings, and Mail Merge Wizard

This wizard will appear to walk you through the process or making your mass mailing. It is almost as powerful as this wizard. Click Letters at the top and click next at the bottom of this pane.

Step 2 After you have selected what type of document….. - Click “Use the current document” in step 2 and proceed to step 3. - Click “Use the current document” in step 2 and proceed to step 3.

Step 3 - Recipients - Choose “Type a New List” and then Create

Entering Addresses -Fill in information in the fields that you need. - Click New Entry to enter your next recipient. - Click Close when finished.

Saving the addresses You will now need to save the addresses. Type a filename and click save.

Recipients List - A list of all the names you typed in will appear. Click Edit if information needs to be changed. - Click OK and then Next to advance to step 4 in the wizard.

Step 4 – Write Your Letter The wizard will now tell you to write your letter…. But let me show you the trick to writing this letter in mail merge……

A Few Tricks - Click the “Insert Merge Fields” button on the Mail Merge toolbar.

This Insert Merge Field screen will open containing the fields that you entered information into on this screen.

Tricks Continued If you typed: “Dear Joe,” ever letter would contain this greeting. Instead type: “Dear Then choose the First Name from the Insert Merge Field Name Screen. Click insert and this will appear.

Complete Your Letter Continue to add fields as necessary. Click next to advance to step 5.

You can now preview your letters. Click the arrows to show different recipients.

Step 6 – Complete the Merge If everything looks good, complete the merge by clicking “Next: complete the merge” in the wizard. You will have the opportunity to print the letters you just designed.

Summary You have now written one letter for many different recipients. You have saved time and effort. You have created professional looking letters.

The wizard makes creating these letters very simple. When in doubt, press “Previous” in the wizard pane, or simply press “Help” on the menu bar. You can even type in a question. Save frequently.

Now it’s your turn…. - Try it on your own - Try it on your own - Make mistakes (and learn from them) - Make mistakes (and learn from them) - Become familiar with the toolbars - Become familiar with the toolbars

Homework Your homework is to spend 20 minutes today working with the Mail Merge Wizard. I’ll see you in class tomorrow when we’ll talk about inserting and working with Clipart in Microsoft Word.