Word Processing

Mail Merging Businesses and organizations often want to send the same letter to several people (mass mailings). Ex: credit card applications. Mail merging combines a word processing document with a data source (database). Such as a list of names and addresses to produce personalized documents. Hundreds of individual letters, certificates, labels, and envelopes can be created with just two documents.

Mail Merging Documents used in a mail merge include: Main document: Contains special mail merge fields that act as placeholders for the recipient’s name and address. This is saved as a word processing document. Data Source: Lists the specific recipient information. This is saved as a database and not as a word processing document.

Mail Merging Main Document options: Data Source options: Create a new document Start from a template Use an existing document Data Source options: Word Excel Outlook Text file

Main Document and Data Source Insert merge fields here Documents merged together. This particular database would create nine individual letters. Data Source = Database file Main Document = Word Processing file

Mail Merging Basic Steps in Creating a Mail Merge in Word: Step 1 – Select document type: Start a new document or open an existing document. Go to Tools, Letters and Mailings, Mail Merge Wizard Task Pane will appear. Choose a main document type. Letters, e-mail messages, envelopes, labels, or directory Click Next to begin the mail merging process.

Mail Merging Set up using: Step 2 – Select a starting document: Set up using: Current document Already opened in MS Word Template Existing document Saved on file Click Next to Select Recipients and proceed. This is the information in the database. Click Previous to Select document type and edit.

Mail Merging The list can come from: Step 3 – Select recipients: The list can come from: An existing list Outlook contacts A new list Select Next to write the letter and add data source. Database file Select previous to edit.

Mail Merging Step 4 – Write the letter: A letter can be written at this time if not written or opened previously.

Mail Merging Step 5 – Preview the letters: The main document and data source merge together. This step allows the merged letters to be viewed, edited, or excluded. Scroll through recipients. Shows that there will be more than 1 letter.

Mail Merging Step 6 – Complete the merge: Letters are ready to be produced and printed. All or selected individual letters can be printed in this step.

Letters Types of Letters: Personal-Business Letter Business Letter Correspondence sent from one business or individual to another. Types of Letters: Personal-Business Letter Includes no letterhead (stationery) Business Letter Includes letterhead (stationery) Top margin is usually 2-2 ½ inches. Side margins are typically 1 inch.

Parts of a Letter Return Address Date Attention Line Letter Address (Inside Address) Salutation Subject Line Body Complimentary Close Signature Block - writer’s typed name – QS below closing Can also include writer’s title on same line or below. Reference Initials Attachment/Enclosure Notation

Types of Business Letters Formats for Business Letters: Modified Block –Date, closing, and signature block are typed at center point (six tabs over). Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs). Punctuation Styles: Open Punctuation – No punctuation after salutation or closing. Mixed Punctuation – A colon after the salutation and a comma after the complimentary close.

Personal Business Letter in Block Style with Mixed Punctuation Return Address Inside Address All lines begin at the left margin. Use a colon after the salutation and a comma after the complimentary close. SS within paragraphs DS between paragraphs Salutation Complimentary Close Closure

Business Letter in Modified Block Style with Open Punctuation Inside Address Salutation Type the date and closure at centerpoint — 6 tabs over. No punctuation is used after the salutation or the complimentary close. SS within paragraphs DS between paragraphs Complimentary Close Closure

Envelopes and Mailings

Memorandums (Memo) Correspondence within a business (in-house). Single space within the paragraphs and double space between paragraphs. Types of Memorandums: Simplified Formal Widely used by businesses. The simplified memorandum: Is quickly and efficiently formatted. Is often keyed on a plain piece of stationery.

Memorandums (Memo) Formal Memorandums: Use special headings preprinted on the stationery. Headings (Double spaced and typed in all caps): TO: FROM: DATE: SUBJECT:

Formal Memo Formal memos are used for inner-office communication. A formal memo is usually keyed on company letterhead. The headings are in all caps and the descriptors are vertically aligned. A double space separates the parts of the memo. The paragraphs of the body are single spaced with a double space between them Formal memos are used for inner-office communication. The top margin is usually 2” but may vary depending on the length of the memo. The side margins are 1”. The format for memos is usually preset as a macro and contains the letterhead and headings when retrieved from the file server on which it is saved.