How to Do a Mail Merger
You can use mail merge to create a set of documents that are essentially the same, but with each document in the set containing unique elements. If your office wants to invite clients for a Christmas party, names and addresses of clients can be stored in a database, and the letter of invitation typed on a word document. Using mail merge, you can integrate the text in one document to produce a unique letter of invitation for each client.
Other People Are Reading
Instructions
-
-
1
Open Microsoft Word. A blank new document will appear on the screen as soon as you open MS Word. Do not close the blank document.
-
2
Start mail merge. Click on the "Mailings" tab from the menu bar.
-
-
3
Click on "Letters." When you click "Mail Merge" several options will appear. For example, if you want to send a letter of invitation to 50 clients for an office Christmas party, you'll select "Letters." Other mail merging options include envelopes, mailing labels or email messages.
-
4
Prepare the main document. At this stage, you can type or copy and paste the invitation text into the main document. The body of the letter will be applicable to all 50 clients.
-
5
Click on "Select Recipients" option on the "mail merge" tab. When you have the main document ready you can export a data source list of names and addresses to merge into your letter. You can export the data source from your outlook address book, a database or a spreadsheet document.
-
6
Click on "Use Existing List" to merge from a database or a spreadsheet document. Then locate the names and addresses file in the "Select Data Source" dialog box. If you do not already have a database or a spreadsheet document with a list of names and addresses, you'll have to create one before starting the mail merge procedure.
-
7
Click on "Edit Recipient List." When you have exported the data source of names and address you can selectively edit the recipient list. You can select the list of recipients to whom you want to send an invite.
-
1
Tips & Warnings
If you're using Microsoft Word 2002, from the "Tools" menu, click "Letters and Mailings," and then click "Mail Merge Wizard" to begin the mail merge process.
Microsoft 2003 users, on the "Tools" menu, click "Letters and Mailings," and then click "Mail Merge" and follow the steps to merge two different files.
