Performing Mail Merges Lesson 11 #1.11 Microsoft Word 2013

What is a Mail Merge? Mail Merges are useful for creating multiple documents that have the same basic content and personalizing them with unique information from a Data Source. For example, a form letter sent to multiple customers using different recipient names and addresses. In essence, Mail Merges are used for correspondence such as letters, memorandums, labels, invitations, and more. Commands to create a Mail Merge are located on the Mailings ribbon.

Preparing Main Documents The main document contains text and graphics that are the same for each version of the merged document. The most common main document is a “form letter”. The Mail Merge main document contains the same information that everyone will receive, i.e. the letter, memo, invitation, etc.

Preparing Data Sources The Data Source, which is the list of recipients, contains information for each individual with variable data, such as the person’s first and last name, address, city, state, zip code, phone number, email, and so on. The Data Source can be created as a table using Word, an Excel worksheet, an Access table or query (database), or your Outlook contacts list. The method used to create a Data Source can vary based on the size and how often it will be updated. Large collections of information that might be changed frequently can be created in Excel or Access. If you will only have a few records that won’t change often, you can create it directly in Word.

Preparing Data Sources The Data Source is made up of rows and columns. It is stored in “My Data Sources” folder. Columns are called “fields” Rows are called “records” and are made up of related fields.

Mail Merge Wizard The Mail Merge Wizard is a step- by-step process in creating a Mail Merge From setting up a main document Then creating or using an existing list as a Data Source Taking these two sources of information and merging it into one document. The Steps appear in a Mail Merge Task Pane on the right side of the window.

Step 1: Select document type Step 2: Select starting document In the Select document type section, Letters is the default. Use the Letters type for Memos, or other documents you could create in Word. In the Select starting document, choose from Use the current document Start from a Template Start from existing document

Step 3: Select Recipients/from a Data Source Once you have selected your Data Source, you can use all the records or only the records and/or fields that you choose by querying or filtering the data. You can also manually select records with a check by their name. Field names provide a description for the specific data, such as a person’s first name, last name, address, city, state, and zip code, to be merged from the data source.

Step 4: Write your letter In this step you will insert the Merge Fields. The Address block link contains the fields from the recipient’s list to create a preformatted address. The Greeting line link contains the preformatted salutation, i.e. Dear Mr. or Mrs. . . . In the Insert Greeting Line dialog box, the comma is the default punctuation and is not used in most business letter formats. The Electronic postage link inserts the electronic postage. The More items link opens the Insert Merge Field dialog box, which provides an option to insert any fields in the Data Source individually.

Field Codes Field codes like <<Address Block>> are inserted in the document as the Merge fields. The field name is surrounded by chevrons ( << >> ) which do not display in the merged document. When the document is merged, the Address Block will be replaced with the recipients’ first and last name, address, city, state, and postal code.

Step 5: Preview your Letter The content from the Data Source appears on the Main Document On the Mail Merge pane, preview each letter, etc. in the document screen by using the Next and Previous buttons

Step 6: Complete the Merge The letter is already merged and ready to Print or you can edit each letter individually. To Print a Mail Merge document you must use the Print command from the Mail Merge to print all the letters, etc. When you click the Edit individual letters link in the Merge section, the Merge to New Document dialog box opens.

Setting Up a Main Document Manually You can also use the commands on the Mailings Ribbon to complete a Mail Merge. You begin by typing your letter, and then selecting a Data Source, to get your contacts information. After opening the Data Source file, most of the commands on the Mailings tab on the Ribbon become active. After setting up your document, the address block and greeting line are inserted the same way they were in the Mail Merge Wizard. You can preview your results and check for errors using the tools available in the Preview Results group, and then complete the Merge.

Match Fields When placing the Merge fields of Address Block, etc. the format may not match exactly, if not you can use the Match Fields button to correct any errors. For example if your Data Source calls Zip Code – Postal Code you can use the Match Fields to show they are the same.

Creating Envelopes and Labels After a document has been merged, the next step may be to create envelopes or labels using the same Data Source. The process is similar; the difference is selecting the type of document to be merged. It might also be used to print sheets of mailing labels that can be attached to items such as envelopes, packages, and catalogs. You can easily create mailing labels or envelopes by selecting the brand of label or size of envelope as your main document.