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Mail Merge for Word

Mail Merge for Word. What is Mail Merge?. Mail Merge allows us to combine lots of addresses with a single letter. In other words, mail merge lets us make form letters . Form letters use the same message for many recipients, but insert individual names & addresses.

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Mail Merge for Word

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  1. Mail Merge for Word

  2. What is Mail Merge? • Mail Merge allows us to combine lots of addresses with a single letter. • In other words, mail merge lets us make form letters. • Form letters use the same message for many recipients, but insert individual names & addresses. • That is accomplished by using merge fields as place holders (or variables) that stand for various pieces of data to insert.

  3. What Does Mail Merge Require? • Mail Merge requires a database (DB) of names and addresses that may be: • Created in Word specifically for the form letter • Created with Excel previously • Created with Access previously • We also need to create a letter that might be: • Advertising a product • A cover letter for a resume • A holiday greeting letter • Any other kind where a form letter would be useful

  4. Mailings Tab • Open a blank document in Word • Click the Mailings tab

  5. Building an Address List • Click the Select Recipients button • Choose Type New List

  6. Add Info to the Address List • You need to research and find 5 companies to send your cover letter to. • They could be companies you want to work for now or in the future. • Type each field value & push the tab key • Click New Entry when ready for the next address • When done, click OK

  7. Save the Address List • After clicking OK, a Save Address List dialog opens • Navigate to your account • Enter a name for the document • When done, click Save

  8. Start the Form Letter • Put in your street address and city, state, & zip • Date after that • Move cursor to inside address location

  9. Address Block Button • With the cursor positioned, click the Address Block button

  10. Preview Address Block • After clicking the Address Block button, we preview • Variations availableExample from our list • When done click OK

  11. Greeting Line Button • With the cursor positioned 2 lines below the Address Block, click the Greeting Line button

  12. Preview Greeting Line • After clicking the Greeting Line button, we preview • Formats availableExample from our list • Note a comma is included. • When done, click OK

  13. Additional Address Data Entries • As we type our letter, we can add more address data to the letter with Insert Merge Fields

  14. Insert Merge Fields Choices • We can choose any of the data that we have in our address file. • As always, we need to position the cursor at the desired insertion location.

  15. After Inserting Merge Field • First Nameis now inserted:

  16. Previewing the Letter • The Preview Resultsbutton shows us how it looks using real data: • Click the button again to return to field view

  17. Finish the Mail Merge • Finally, we just click Finish & Merge • It lets us Edit some, Print, or e-mail

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