Microsoft Word Mail Merge Versions 2003. Mail Merge Follow this tutorial exactly to produce a merge using data from a Word table and the business letter.

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Presentation transcript:

Microsoft Word Mail Merge Versions 2003

Mail Merge Follow this tutorial exactly to produce a merge using data from a Word table and the business letter you have created.

What is Mail Merge? Mail merge is a shortcut to mass mailings that allows you to send the same information to a number of specific people. In Microsoft Word, this process is completed by merging two components: 1. The form letter 2. The data source (word table, Access data base, list…)

Opening Microsoft Word Open Microsoft Word by clicking: Start  Programs  Microsoft Word

Steps to Mail Merging 1. Creating Data Source (in this case a table) 2. Creating Main Document (with Fields) 3. Merging Main Document and Data Source

Step 1: Creating a Data Table in Word Click on: Table Insert Table Select 7 Columns and 4 rows and click OK. Type the following data in your table: Click File  Save as  Go to My documents and name the file-My Sample Data  Click OK TitleFirst NameLast NameAddressCityProvincePostal Code Mr.JoeSmith22 Fourth Ave.HalifaxNS.E4J 4H5 Mrs.SallyJones34 Main St.MonctonNB.E4H 5P4 Mr.PierreCormier123 First Ave.MonctonNB.E5P 1J9

Starting the Mail Merge Click the: 1. Tools menu 2. Letters and Mailings 3. Mail Merge Wizard

Selecting your Document On the right select the document type Today we will use Letters Click “Next: Starting Document” Click “Next: Select recipients”

Opening the Data Table 1. Click Browse to find the document 2. Click on the file (Select the table you saved) 3. Click Open Note: You can uncheck any recipient that you don’t want in the mailing. 4. Click OK Click Next “Write your letter”

Step 2: Creating the Letter Adding the Address block field 1. Click on Address block 2. Click OK 3. This field placeholder will appear in your letter Note: (Optional) You can check or uncheck options for Company Name and Country.

Adding the Greeting line 1.Click 4 spaces down and insert the date (Click on Insert  Date and time  Choose a date option  Click OK) 2.Enter 4 spaces down and … 3.Click on Greeting line This field placeholder will appear in your letter

Getting ready to merge Your letter should now take on this format.

Typing the Body of your letter At this point you will type the body of your letter if you have not completed Exercise 16. The body will have at least 3 paragraphs. 1. Paragraph 1: State your business. (1-2 sentences) 2. Paragraph 2: Details of letter. 3. Paragraph 3: Closing Remarks

Step 3: Merging Letter and Data When you have finished typing your letter: Merge the data table and the letter by clicking:  Next “Preview your letters”

Viewing the letters Click through the arrows to see letters Click on Next: “Complete the Merge” At this point you may have to call your teacher over to mark you on your merge

Option to Print Letters Do not Print your letters For this tutorial “Do not Print your letters” Note: At this point you could… Click “Print” to print your letters

Congratulations… You have now completed the basics in using “Mail Merge”.