Mail Merge is the process of connecting main document and the data source. We can send any letter or invitation to a number of people very quickly using Mail Merge. It is very easy to proofread a single letter which is then used as the template for many others.
Advantages
1) One standard letter can be written and sent to all customers without having to manually add each name and address.
2) The letter can personalized - it looks as though the letter has been written to the individual person.
3) It's a very fast way to produce hundreds of personalized letters.
2) The letter can personalized - it looks as though the letter has been written to the individual person.
3) It's a very fast way to produce hundreds of personalized letters.
Disadvantages
1) Letters can lack the personal touch.
2) The database that provides the information for the mail merge letter must be kept up to date if ti is going to be useful.
2) The database that provides the information for the mail merge letter must be kept up to date if ti is going to be useful.
What are the basic components of Mail Merge?
Main Document
Main document can be used for storing the information that remains same for different letters.
Data Source
The name and address that changes in every letter is inserted in the data source that contains variable fields which are later on inserted in the merged document.
Merged Document
When the main document is merged with the data source created a third document, called as the merged document that is said to be a combination of main document and the data source.
The steps followed for using Mail Merge?
2) Create the Data Source
3) Merge the Main Document with Data Source
Step 1: Create Main Document
1. Click on Mailings tab.
2. Under Mail Merge group click on Start Mail Merge button and select Letters option.
3. Then type your desired letter and Save it.
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| Creation of Main Document |
Step 2: Create Data Source
1. Under Mailings tab, click on Start Mail Merge button and then select Select Recipients option.
2. Select Type New List option. Then New Address List dialog box will appear.
3. Click on Customized Columns button and then Customize Address List dialog box will appear.
4. Keep the desired field from here and delete unnecessary field (Delete --> Yes). If you want to add new field from your own, then click Add. Then click on OK button.
5. Now enter the required data in each field.
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| Creation of Data Source |
Step 3: Merge Document
1. Keep the cursor in the desired position of the Main Document. Then click on Insert Merge Field button of Write & Insert Fields groups.
2. Click on each Field name to Insert them into the document. Then Save it to update the document.
3. Click on Finish & Merge button under Finish group and the select Edit Individual Documents. So, Merge To New Documents dialog box will appear.
4. Select on All and then Click on OK.
Mail Merge Process
Author
Hi, Its me Hafeez. A webdesigner, blogspot developer and UI/UX Designer. I am a certified Themeforest top Author and Front-End Developer. I'am business speaker, marketer, Blogger and Javascript Programmer.
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