How to create a Mailmerge using the Programs word and access

1. How to create a Mailmergeusing the Programs word and access By Mrs Douglas 22 October 2010

2. Load Word Click on: Tools/Letters and Mailings/Mail Merge

3. Right click on the blue bar and then choose mailmerge

4. Step 1 • Ensure Letters is selected • Click Next: Starting Document

5. Step 2 • Ensure Use the current document is selected • Click Next: Select recipients

6. Step 3 • Select Type a new list • Click Create

7. Step 4 Click Customise button Use these buttons to create these 7 fields

8. Step 5 Type in the 5 company stockholders records – click New Entry in between Click Close after the 5th Save the list in your BTEC Unit 1 folder Call it Address List

9. Step 6 Click ok Click Next: Write your letter

10. Step 7 Insert the Toytastic logo and address as shown Type in the reference – insert your own initials Type in today’s date and press enter twice.

11. Step 8 • Click the INSERT MERGE FIELDS button. • This dialogue box will appear. • Choose a field name, click INSERT and then CLOSE. • Insert spaces between the fields and press ENTER at the end of each line. • Repeat this until your letter has all the fields needed – it should look like this example.

12. Step 9 Using your own words, complete the rest of the letter.

13. Step 10 Click the MERGE TO NEW DOCUMENT button. Click OK

14. The letter will have merged with the 5 names and addresses to produce 5 letters.

19. Go to the program access and open up the address list file and screen shot this into your btec unit 1 portfolio

20. Screen shot all of the following and add to your btec unit 1 portfolio • A copy of the letter showing the merge fields • A copy of all five letters to the company shareholders • Company shareholders contact list (address list file in program access)