MS-Word XP Lesson 9. Mail Merge The Mail Merge feature combines a list of data, typically name and address that is contained in one file with a document.

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Presentation transcript:

MS-Word XP Lesson 9

Mail Merge The Mail Merge feature combines a list of data, typically name and address that is contained in one file with a document commonly a form letter, in another file to create a new document the names and addresses are entered into the form letter in the blank space provided. The result is a personalized form letter.

Mail Merge Files Mail merge usually requires the use of two files –A- Main document –B- Data source A main document contains the basic form letter The data source contains the information needed to complete the letter in the main document

Creating the Main Document 1.Open the new document 2.Tools menu, Letters and Mailing sub menu, Mail Merge menu item 3.Select document type (letter) and click next 4.Select use the current document to select starting document option and click next

Creating the Data Source 5.Select type a new list to select recipients option and click create link 6.Click customize button in new address list dialog 7.Add and/ or remove field names in address list and click ok 8.Enter record by record to data source using new entry button and click close button 9.Browse the location and type name to save the data source 10.Click ok button in mail merge recipients dialog box 11.Click next in select recipients pane

Entering Merge Field in the Main Document 12.Type text to main document 13.Click more items link in write letter pane and insert necessary merge field to necessary location 14.Close the mail merge task pane 15.Save the main document

Performing the Merge 16. Click merge to new document button in merge tool bar 17.Select records to merge and click ok