European Computer Driving Licence Module 3 – Word Processing Chapter 3.8 – Mail Merge

What is mail merge? ZMail merge is very useful if you want to send the same letter to a number of different people ZNames and address can be inserted from a database or spreadsheet file ZThe end result will look like each letter has been individually typed! ZYou can use the address list to create envelopes or labels

Creating the letters ZThere are six steps involved in setting up a mail merge, Step 1 – Select the type of document, Step 2 – Set up and display the document, Step 3 – Select Recipients, Step 4 – Writing the letter, Step 5 – Previewing the letters, Step 6 – Completing the merge

Step 1 – Select the type of document ZOpen the document to be used for the mail merge ZFrom the main menu, select Tools, Letters and Mailings, Mail Merge (Mail Merge wizard in XP) ZMake sure you select Letters ZClick on Next: Starting document ZYou will now be taken to Step 2

Step 2 – Setting up your letter ZYou should already have the document open that you want to work on ZSelect Use current document ZClick on Next: Select Recipients to move on to step 3

Step 3 –Selecting recipients ZYou now have the choice of using an existing data file such as a database table or a spreadsheet. ZSelect Use existing list to use an existing data file ZBrowse to the location that contains the data file ZThe data will appear in a Mail Merge Recipients box as described at the end of step 3

Step 3 – Creating a new list ZTo create a new list select Type a new list option and click on Create ZThe New Address data form will appear ZTo remove fields you don’t need click on the Customise button ZClick on the field name and click on Delete ZYou can also rename Zip Code to Post Code ZClick OK

Step 3 – Creating a new list ZNow that you’re back in the New Address list box click on New Entry ZType in the data required and use the Tab key to move from one text box to the next ZWhen you have typed in your first address entry click on New Entry ZWhen you’ve typed in the final entry, click Close

Step 3 – Creating a new list ZThe Save Address List box will appear ZUnless you choose otherwise, the address list will be saved as an Access database in a folder called My Data Sources inside My Documents ZClick in the file name box and type in a name ZClick on the Save button

Step 3 – Creating a new list ZMail Merge recipients window will appear, Proofread to make sure the information is accurate!, If you need to make any changes, click in the row required then click on the Edit button, Make any changes and click OK Z The Mail Merge recipients window will appear again – click OK Z At the bottom of the task pane click on Next: Write your letter

Step 4 – Write your letter ZYou now need to insert the names and addresses from your data file into the letter ZHighlight the existing name and address and delete ZClick on Address Block in the Task Pane ZThe Insert Address Block window will appear ZChoose a suitable format for the recipient's name and set the other options – click OK

Step 4 – Write your letter ZHighlight the first line of the letter (eg Dear Mrs Coates) ZClick on Greeting line in the Task pane ZSelect the Greeting line format that uses the first name then click OK ZPress the Enter key so that there is a clear line space between the Greeting line and the first paragraph of the letter ZClick Next: Preview your letters at the bottom of the Task pane

Step 5 – Previewing the letters ZYou should see a preview of the first of your letters with the Address Block and Greeting line ZClick on the Arrow button next to the right of Recipient 1 to preview the other letters ZClick Next: Complete the merge to move to the final part

Step 6 – Completing the merge (1) ZClick on Edit Individual Letters ZIn the Merge to New Document dialogue box select All and click OK ZA new document automatically appears with the file name Letters1 ZYou must first edit your individual letters to make sure the layout is correct

Step 6 – Completing the merge (2) ZClick on the first letter just before Postcode and press Enter ZRepeat with the other letters ZClick on File, Save As and give the final merged document a file name, click on Save ZYou can then print out the final mail merge! ZClose all open documents and save any changes

Creating mailing labels ZYou can now use the same data source to create labels rather than letters ZClick New Blank Document icon ZSelect Tools, Letters and Mailings, Mail Merge ZSelect the labels option before clicking on Next: Starting document

Setting up the labels document ZSelect Change document layout and click on Label Options ZIn the Label products text box, select Avery A4 and A5 sizes ZIn the Product Number section, scroll down and click on L7159 (or the product number of the labels you will be using) ZClick OK

Selecting Recipients ZA grid of label outlines will show on screen ZClick on Next: Select Recipients ZTo use the data file you have already created, select Use an existing list and click on Browse ZThe Select Data Source window will appear ZDouble-click on the file required (eg TanzaniaTrip.mdb) ZThe Mail Merge Recipients window will appear – click OK ZClick Next: Arrange your labels

Manually inserting data fields ZRather than using the Address block you can insert fields manually ZClick More Items ZThe Insert Merge Field dialogue box appears ZClick each of the fields required followed by Insert ZThe Cancel button will change to Close - click on Close to return to your labels

Updating Labels ZYour fields have no spacing between them ZMove the insertion point to between Title and First Name and press the spacebar ZInsert a space between First Name and Last Name ZPress the Enter key after Last Name and the rest of the fields ZClick on Update labels to ensure that the labels all have the same format

Previewing and Printing ZClick Next: Preview your labels ZThe labels will appear on screen ZClick on Next: Complete the merge ZIn the final Task Pane click on Edit Individual labels ZIn the Merge to new documents window, select All, click OK Z A new document appears on screen Z Save the document using a sensible file name (eg TanzaniaLabels), load the labels sheet into the printer and click on the print icon