1. European Computer Driving Licence
Module 3 – Word Processing
Chapter 3.8 – Mail Merge

2. What is mail merge?
Mail merge is very useful if you want to send the same letter to a number of different people
Names and address can be inserted from a database or spreadsheet file
The end result will look like each letter has been individually typed!
You can use the address list to create envelopes or labels

3. Creating the letters
There are six steps involved in setting up a mail merge
Step 1 – Select the type of document
Step 2 – Set up and display the document
Step 3 – Select Recipients
Step 4 – Writing the letter
Step 5 – Previewing the letters
Step 6 – Completing the merge

4. Step 1 – Select the type of document
Open the document to be used for the mail merge
From the main menu, select Tools, Letters and Mailings, Mail Merge (Mail Merge wizard in XP)
Make sure you select Letters
Click on Next: Starting document
You will now be taken to Step 2

5. Step 2 – Setting up your letter
You should already have the document open that you want to work on
Select Use current document
Click on Next: Select Recipients to move on to step 3

6. Step 3 –Selecting recipients
You now have the choice of using an existing data file such as a database table or a spreadsheet.
Select Use existing list to use an existing data file
Browse to the location that contains the data file
The data will appear in a Mail Merge Recipients box as described at the end of step 3

7. Step 3 – Creating a new list
To create a new list select Type a new list option and click on Create
The New Address data form will appear
To remove fields you don’t need click on the Customise button
Click on the field name and click on Delete
You can also rename Zip Code to Post Code
Click OK

8. Step 3 – Creating a new list
Now that you’re back in the New Address list box click on New Entry
Type in the data required and use the Tab key to move from one text box to the next
When you have typed in your first address entry click on New Entry
When you’ve typed in the final entry, click Close

9. Step 3 – Creating a new list
The Save Address List box will appear
Unless you choose otherwise, the address list will be saved as an Access database in a folder called My Data Sources inside My Documents
Click in the file name box and type in a name
Click on the Save button

10. Step 3 – Creating a new list
Mail Merge recipients window will appear
Proofread to make sure the information is accurate!
If you need to make any changes, click in the row required then click on the Edit button
Make any changes and click OK
The Mail Merge recipients window will appear again – click OK
At the bottom of the task pane click on Next: Write your letter

11. Step 4 – Write your letter
You now need to insert the names and addresses from your data file into the letter
Highlight the existing name and address and delete
Click on Address Block in the Task Pane
The Insert Address Block window will appear
Choose a suitable format for the recipient's name and set the other options – click OK

12. Step 4 – Write your letter
Highlight the first line of the letter (eg Dear Mrs Coates)
Click on Greeting line in the Task pane
Select the Greeting line format that uses the first name then click OK
Press the Enter key so that there is a clear line space between the Greeting line and the first paragraph of the letter
Click Next: Preview your letters at the bottom of the Task pane

13. Step 5 – Previewing the letters
You should see a preview of the first of your letters with the Address Block and Greeting line
Click on the Arrow button next to the right of Recipient 1 to preview the other letters
Click Next: Complete the merge to move to the final part

14. Step 6 – Completing the merge (1)
Click on Edit Individual Letters
In the Merge to New Document dialogue box select All and click OK
A new document automatically appears with the file name Letters1
You must first edit your individual letters to make sure the layout is correct

15. Step 6 – Completing the merge (2)
Click on the first letter just before Postcode and press Enter
Repeat with the other letters
Click on File, Save As and give the final merged document a file name, click on Save
You can then print out the final mail merge!
Close all open documents and save any changes

16. Creating mailing labels
You can now use the same data source to create labels rather than letters
Click New Blank Document icon
Select Tools, Letters and Mailings, Mail Merge
Select the labels option before clicking on Next: Starting document

17. Setting up the labels document
Select Change document layout and click on Label Options
In the Label products text box, select Avery A4 and A5 sizes
In the Product Number section, scroll down and click on L7159 (or the product number of the labels you will be using)
Click OK

18. Selecting Recipients A grid of label outlines will show on screen
Click on Next: Select Recipients
To use the data file you have already created, select Use an existing list and click on Browse
The Select Data Source window will appear
Double-click on the file required (eg TanzaniaTrip.mdb)
The Mail Merge Recipients window will appear – click OK
Click Next: Arrange your labels

19. Manually inserting data fields
Rather than using the Address block you can insert fields manually
Click More Items
The Insert Merge Field dialogue box appears
Click each of the fields required followed by Insert
The Cancel button will change to Close - click on Close to return to your labels

20. Updating Labels Your fields have no spacing between them
Move the insertion point to between Title and First Name and press the spacebar
Insert a space between First Name and Last Name
Press the Enter key after Last Name and the rest of the fields
Click on Update labels to ensure that the labels all have the same format

21. Previewing and Printing
Click Next: Preview your labels
The labels will appear on screen
Click on Next: Complete the merge
In the final Task Pane click on Edit Individual labels
In the Merge to new documents window, select All, click OK
A new document appears on screen
Save the document using a sensible file name (eg TanzaniaLabels), load the labels sheet into the printer and click on the print icon