1. Mail Merge © 2009 M and K Solutions, LLC -- All Rights Reserved

2. √Letters & Envelopes√Mail Merge #10 Data source envelope field label Mail merge Main document Merge fields record

3.  Mail Merge combines a document with information that personalizes it. ◦ This is a feature used to mass-produce form letters and other types of documents. ◦ It combines the information in two documents:  A main document  A data source.

4.  In mail merge, you will create a main document. ◦ The main document  Can be a letter, envelope, label, etc.  Contains both standard text and formatting that appears in the merged document.  Contains merge fields.

5.  You also create a data source. ◦ The data source is the variable information that is inserted into the main document during the mail merging process.  The data source is comprised of several records.

6.  Data source terminology  A record is a collection of fields, organized into a related group.  Each record has field names, fields, and entries.  It is one row of information.  A field name is a title which represents one piece of information, like FirstName or City.  A field is a category of information; such as the first name or the city. (George or Houston)

7. Merge Fields After the merge, these placeholders will be replaced with the data source information: Address Block--Name, address, city, state and zip Greeting: Dear Mr. Jones Other data source information

8.  Merge fields are placeholders that represent the variable information.  Merge fields are codes placed in mail-merge documents to input pieces of information from data sources.  Merge fields are placed where the variable information will go.  Merge fields are replaced with data from the data source when you perform the merge.

9.  Companies using a mail merge to mass-produce letters and other documents often need to send the letters to selected recipients—not everyone.  Filtering or querying is used to narrow the number of records down to the intended recipients.  A filter or query is a method to select a specific group to be used in your mail merge. ◦ For example, you may want to only send letters to those people with the title of Mr.

10.  The normal size for a business (long) envelope is #10 envelope.  Labels are a peel-off sticker that can go on an envelope. You can choose from many options such as Avery US Letter, 5960. ◦ These can be printed for one addressee, several addressees, or a full page for just one addressee. Andrea Swan 4040 Belmont Lane Chicago, IL 60646