Mail Merge in Microsoft Office
By: Lynn Smith

Mail merge is a tool that is used when you want to create a set of documents, such as a form letter that is sent to many customers. Each letter has the same kind of information, yet the content is unique. For example, the body of the letter would be the same to every recipient, but the address and a dollar amount would be unique to each person.

1. Set up the letter

The letter contains the text and/or graphics that are the same for each recipient — for example, the return address or complimentary close.

2. Connect the letter to a data source.

A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.

3. Add mail merge fields.

When you perform the mail merge, the mail merge fields are filled with information from your data file.

--------------------------------

Step 1 - Open a new Word document. Type the form letter including the information appropriate for everyone.

Step 2 - Click on Start Mail Merge on the Mailings Tab. Then click Letters.

>>>>

Step 1 - Time to select the recipient list. Click on Select Recipients on the Mailings Tab. Then click Type New List.

Step 2 - Type in the information (name, address, home phone number, etc. Whatever information you have about the person. (You don't have to use it all when merging.)

Step 3 - To edit which recipients get the letter, click on Edit Recipient List.

>>>>

Step 1 - Put your cursor where you want the name and address to be in your letter. Then click on Address Block.

Step 2 - Put your cursor where you want the salutation. Then click on Greeting Line.

>>>>

You can preview each copy of the document before you print the whole set.

Step 1 - Click on Preview Results to see what the letter will look like.

Step 2 - If everything looks the way you want it to, you are ready to click on Finish & Merge.

>>>>>>>>>>>>