Mail merge is used to create multiple documents at once. Word offers different documents to merge. There are labels, envelopes, letters, and e-mails. These documents all have the same format, graphics, text, and layout. This can be used if you need to send a the same letter to multiple people. This saves you from having to type the same letter multiple times, and the mail merge insets the address and greeting into the document. Mail merges requires three different documents: main document, data files, and your merged document. Below is the steps on how to create a mail merge.
1. These are examples of the a data file and a main document that you create before you start the mail merge.
2. Next, after you have the required documents, click on the mailings tab and make sure you are on the main document. In the mailings tab, click on the start mail merge dialog box and click on step-by-step mail merge wizard. This leads you guides you through the steps to create a mail merge. Make sure the select document says letter because we are using a letter in this example.
3. Click next on the wizard to go to step two. Make sure that use the current document is selected and click next. On step three, make sure use an existing list is selected because we have already created a recipient list. Browse to select the data file we created in step 1. When you push open, the list will pop up and you can uncheck or check the ones you want to merge into the document.
4. Push ok when you are done with the mail merge recipients and click next to move to step 4. click in the place you want to insert the address block and click address block in the mail merge wizard. When the address block dialog box pop us, click ok. Follow the same steps to do the greeting line. If you want the change the greeting line to have a colon instead of a comma you can change that on the dialog box. When you are done editing the greeting line, click ok.
5. After you insert the address block and greeting line, you can click next the go to step 5. Here, you can preview your letters and make any corrections if necessary. When corrections are made you can click next to go to step 6.
6. On step 6, this is the last step and you are completing the merge. Click edit individual letters to merge all of the letters on a document. Make sure all is selected on the dialog box and click ok.
7. After the mail merge is complete, this is the final merged document. All four letters are in the documents because we are sending this one letter to four different people.
Using the mail merge is an easy and quick way to send the same document to multiple people. Using the wizard guides you step-by-step, so you do not miss anything. Mail merge is a useful tool for Word users!
1. These are examples of the a data file and a main document that you create before you start the mail merge.
2. Next, after you have the required documents, click on the mailings tab and make sure you are on the main document. In the mailings tab, click on the start mail merge dialog box and click on step-by-step mail merge wizard. This leads you guides you through the steps to create a mail merge. Make sure the select document says letter because we are using a letter in this example.
4. Push ok when you are done with the mail merge recipients and click next to move to step 4. click in the place you want to insert the address block and click address block in the mail merge wizard. When the address block dialog box pop us, click ok. Follow the same steps to do the greeting line. If you want the change the greeting line to have a colon instead of a comma you can change that on the dialog box. When you are done editing the greeting line, click ok.
5. After you insert the address block and greeting line, you can click next the go to step 5. Here, you can preview your letters and make any corrections if necessary. When corrections are made you can click next to go to step 6.
6. On step 6, this is the last step and you are completing the merge. Click edit individual letters to merge all of the letters on a document. Make sure all is selected on the dialog box and click ok.
7. After the mail merge is complete, this is the final merged document. All four letters are in the documents because we are sending this one letter to four different people.
Using the mail merge is an easy and quick way to send the same document to multiple people. Using the wizard guides you step-by-step, so you do not miss anything. Mail merge is a useful tool for Word users!
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