1. Mail Merging Chapter 6

2. This presentation covers Mail Merging: – What is it – Why is it useful – How to create a mail merged document

3. What is mail merging? Mail merging takes data from a source (such as a spreadsheet or database) and place template to create a personalised document (such as an email). + =

4. What is mail merging? Your database may have lots of email addresses. You could create lots of copies of the same email but use the data from the database to personalise it. + = Sue Andy Dave Sam Laura Zak

5. Why is it useful? Electricity companies send out bills to their customers every day. The bill is the same with a few differences in terms of: – Who the bill is addressed to – The bill details (such as usage amount and cost) A document can be created to act as a template and data about each customer can be put onto the template. This saves companies time as they only have to create a document once, set up the mail merge and let the computer do the rest. They don’t have to create a new bill document each time the bill is calculated.

6. Creating a mail merged letter Create a new spreadsheet document like this. Highlight the entire table (including the field headings) Change the name of the selected fields (as shown). Save the document and close.

7. Creating a mail merged letter In a word processor (I’m using Word 2007), create a new document and start it like this:

8. Creating a mail merged letter Save the document. Find the mail merge wizard (from the toolbar menus). Follow the steps to create your mail merged document. When it asks you to select your source (step 3), browse for the spreadsheet document you saved a few moments ago. It will then ask you to select the data source within that document. It may ask you for the sheet or the name of the data source (which we called Mail Merge Info). Click OK and go to step 4.

9. You’ll notice that the field headings will be placed in the document. Go to step 5 when you are done.

10. When you click here you will see all the data in your spreadsheet scroll through.

11. Your task Create a party invitation for all your friends. You will need to create a mail merged document which included: – Your friend’s name – Party details – A nice picture to make your friends want to come to your awesome party You need to create a mail merged document using a database and also a Desktop Publisher application. – I know this presentation hasn’t shown you how to do it...but you are clever clogs...I’m sure you can find out how to do it if you do a little research!