1. Mail Merge
An Introduction

2. Why use mail merge? Hello John,
You use mail merge when you want to:
create a set of documents, such as a form letter that is sent to many customers
Each document has the same kind of information, yet some of the content is unique.
Hello John,
We have recently received your donation in the amount of $ USD. We thank you for your continued support and involvement with this important work. With your donation you will be listed in our program as a Silver level donor and one table (10 seats) has been reserved for you at the upcoming Gala Celebration.
Hello Dave,
We have recently received your donation in the amount of $ USD. We thank you for your continued support and involvement with this important work. With your donation you will be listed in our program as a Bronze level donor and will receive priority seating at the upcoming Gala Celebration.
Hello Peter,
We have recently received your donation in the amount of $1, USD. We thank you for your continued support and involvement with this important work. With your donation you will be listed in our program as a Gold level donor and one table (10 seats) has been reserved for you at the upcoming Gala Celebration, along with entry into our pre-reception for you and your guest.
For example, in letters to your customers, you can personalize each letter to address each customer by name. The unique information in each letter comes from entries in a data source.

3. Mail Merge Process You can use mail merge to create: A letter
A catalog or directory    The same kind of information, such as name and description, is shown for each item, but the name and description in each item is unique. Click Directory to create this type of document.
A set of envelopes     The return address is the same on all the envelopes, but the destination address is unique on each one.
A set of mailing labels    Each label shows a person's name and address, but the name and address on each label is unique.
A set of messages     The basic content is the same in all the messages, but each message goes to the individual recipient and each message contains information that is specific to that recipient, such as the recipient's name or some other piece of information.

4. Mail Merge Process Set up the main document Connect to a data source
Refine the list of recipients or items
Add placeholders to the document
Add rules
Preview and complete the merge

5. Set up the main document
Start Word.
A blank document opens by default. Leave it open. If you close it, the commands in the next step are not available.
2. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.
Steps provided by: Microsoft Office Support

6. Set up the main document
3. For Step-by-Step assistance, click on the Step by Step Mail Merge Wizard button

7. Set up the main document
4. Choose the type of document you would like to create

8. Set up the main document
This document contains the text and graphics that are the same for each version of the merged document
Hello [name],
We have recently received your donation in the amount of [dollar amount] USD. We thank you for your continued support and involvement with this important work. With your donation you will be listed in our program as a [specify] level donor and will receive priority seating at the upcoming Gala Celebration.
Steps provided by: Microsoft Office Support

9. Now, let’s try these steps
Now, let’s try these steps! Download the Letter Template document from the “Files” pod below.

10. Connect to a data source
Connect the document to a data source.
A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
Steps provided by: Microsoft Office Support

11. Connect to a data source
Use Outlook Contacts If you want to use your Contacts list in Microsoft Outlook , Click Select from Outlook Contacts.
Use an existing data source file If you have a Microsoft Excel worksheet, a Microsoft Access database, or another type of data file, click Use Existing List, and then locate the file in the Select Data Source dialog box.
Create a new data file in Word If you don't have a data file yet, click Type New List, and then use the form that opens to create your list. The list is saved as a database (.mdb) file that you can reuse.
Steps provided by: Microsoft Office Support

12. Now, let’s connect to our data source!
Open and save the Excel document found below in the “Files” pod.
This is your data source for this exercise.

13. Refine the list of recipients or items
On the Mailings tab, in the Start Mail Merge group, click Edit Recipient List.
You can now do any of the following:
Select individual records
Sort records
Filter Records

14. It’s your turn!
Facilitator asks each participant to share their screen to show that they understand the process up until this point.

15. Add placeholders to the document
Add placeholders, called mail merge fields, to the document.
When you perform the mail merge, the mail merge fields are filled with information from your data file.
Placeholder
Placeholder
Steps provided by: Microsoft Office Support

16. Add placeholders to the document
Fields in Word correspond to the column headings in the data file that you select
By putting a field in your main document, you indicate that you want a certain category of information, such as name or address, to appear in that location.
Steps provided by: Microsoft Office Support

17. Add rules
You can create rules in your document to accomplish tasks such as specifying gender pronouns to be used in your letter.
Under the Mailings tab, in the Write & Insert Fields group, click on the Rules button

18. Add rules
Choose If…Then…Else
Create your rule

19. Preview and complete the merge
To preview, do any of the following:
Click Preview Results
Page through each merged document
Use Next Record and Previous Record buttons
Preview a specific document
Click Find Recipient button
Steps provided by: Microsoft Office Support

20. Preview and complete the merge
Print or send the documents
On the Mailings tab, click Finish & Merge
Steps provided by: Microsoft Office Support

21. Now, let’s see how much you remember
Quiz Time
Now, let’s see how much you remember
Choose the correct answer to the poll questions below:
If you are ta

22. Questions?
Great job!!