How to complete a mail merge using the business letter

1. Instructions How to complete a mail merge using the business letter

2. Step one- Complete the business letter • Open up the letter that Adam has given to you • Format it so it look professional

3. Step two- open the mail merge wizard • Click on the mailings tab. Select ‘start mail merge’ then step by step mail merge wizard- see image below

4. Step 3- link the letter to the database of parent data • At the bottom of the mail merge menu click on the ‘next’ link until you get to step 3 of 6 • Now click on the Browse link • Follow the path shown below to select your copy of customers database • My Documents/......

5. Step 3- link the letter to the database of parent data cont... • Make sure you select the customer data table then click ok • If you have done this step correctly you should see a similar screen as the one below. Click on OK

6. Step 4- insert merged field • Now you are ready to insert the data you would like to see in the final personalised letters. We call this process inserting linked fields. • Firstly place the cursor where you want the parent address to appear. • Click on the ‘insert merged fields’ icon • Insert the all relevant fields leaving appropriate spaces • After Dear insert a greeting line by selecting the Greeting Line icon shown below in green

7. Step 5 – complete the merge • To complete the merge you want to be able to save the individual letter so that they are in a printable format. • To do this click on the next link at the bottom o f the mail merge wizard until you get to step 6 of 6 • Click on the ‘edit individual letters’ link • On the next menu select the ‘from ‘ option and enter 1 to 25 • Click ok. A new word document with the personalised letter will open. Save this document as – Merged Business letters

8. Step 6- save and print work for marking • Open the new word document that you have saved as Merged Business letters • You will need to print one copy of a personalised letter from this document • To do this click on- • The windows button • Print • In the print menu choose the ‘pages’ option • Enter the number of pages that one complete letter will take up. For most of you this will be one page so enter the number 1

9. Step 6- printing work for marking cont... • You will need to print one copy of your letter showing the merged fields ( see example on the right) • To do this you must go back to the original business letter • Make sure the ‘previewresults’ button is not selected so that the letter looks like my example • No go to the windows button then Print • Print one copy only

10. Mail Merge Task-summary • To mail merged your business letter with the parents customer information database: • Step 1- Create the business letter • Step 2- open the ‘Mail merge’ menu • Step 3- browse and select the database • Step 4- Link the database to the letter • Step 5- insert merged fields (select from list) • Step 6- finish and merge (edit individual letters)