Mail Merge

What is Mail Merge? A Mail Merge is the result of merging (joining) together a document and a data file. The document can be a letter or another file. The data file contains unique data, like a database.

Step 1: Open a new File by clicking on File then New Step by Step Mail Merge Step 1: Open a new File by clicking on File then New

Step 2: Select Letters and Mailings from the Tools menu and click on Mail Merge Wizard

Step 3: When the following appears Leave the ‘dot’ next to Letters Click Next: Starting document. This goes to the second step of the mail merge wizard

Step 4: Click Start from a template and then click on Select Template… Select a template. Then click Next: Select recipients For this example we will be using the Caravel Travel template

If you already have a list that you would like to use (eg from Microsoft Access, etc), select this option, then click on Browse If you have an Outlook contacts list, select this option, then click on Choose Contacts Folder If you do not have any lists, select this option, then click Create. For this example use this option

You should start with something like this Click Customise and ensure that only the following headings are present and click OK

Enter the following data and click OK and save the file Finally click on Next: Write your letter. You will end up on Step 4 of the wizard

Click on Insert, then on Date and Time and select a date format Click on address block to insert addresses

Click Insert company name to remove the tick next to it and click OK and push Enter twice

On the Mail Merge toolbar, which you can access by clicking Tools, then Letters and Mailings and finally on Show Mail Merge Toolbar Click on Insert Greeting Line

You can use this screen, and the two buttons (<< and >>), to preview your addresses At this screen click OK and push Enter twice. Click Next: Preview your letter

You may now type your letter Click Next: Complete the Merge and click on the X. You may now type your letter