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Empowerment Technologies - Lesson 4

MAIL MERGE
This feature allows you to create
documents and combine or merge
then with another document or data
file.
It is commonly used when
sending put advertising materials to
various recipients.

Empowerment Technologies - Lesson 4


MAIL MERGE
2 Components of Mail Merge
1. Form Document – contains the main body of the
message we want to convey or send. It remains
the same no matter whom you send.
Place Holders, also referred to as data fields or
merge fields marks the position on your form
document where individual data or information will
be inserted. Marked by double headed arrows.
(<< sample >>)
2. List or Data Files – This is where the individual
data or information that needs to be plugged in
(merged) to the form document is placed and
maintained.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge
1. Open MS Word and start a new blank document.
2. In the Mailings tab, from the Start Mail Merge
group, choose Start Mail Merge Letters.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge
Type the Invitation Letter

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge
3. Save the letter and name is “ Invitation Letter”.

4. Insert the fields


you need in the
letter (Name,
Company,
Address Line 1,
Address Line 2,
and Title. Marked
by using ALL
CAPS.

5. Save the main document. Ctrl+S

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge
6. On the Mailings tab in the Start Mail Merge group,
choose Select Recipients Type a New List.

7. Click the
Customize
Columns
button on the
dialog box for
the New
Address List

This will allow you to modify the fields in the address list.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge
8. Select the field that you do not need. Then click the Delete button.
9. Click Yes in the confirmation dialog box.
10. Repeat steps 8 and 9 for each field that you do not need. Repeat
step 8 and 9 for each field that you do not need.

11. To add field that you


need, click Add button.
12. Type the field name on
the prompt inside a small
Add Field and click OK
button.
13. Repeat steps 11 and 12
for each new field needed.

14. Click OK button on the Customize Address List dialog box to


confirm your changes.
Empowerment Technologies - Lesson 4
Steps in creating simple mail merge
15. New Address List will appear again ready for your to type your
data.
16. Type the individual data from your list.
17. Press Tab key each time to enter the next field.

18. To add new record,


press the Tab key after
inputting the last field.
A new record is created
automatically and
added on the next line.

19. Repeat steps 16


through 18 until you
entered all the records
you want.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge

20. Name the address list “Client List”.

21. Click Save button.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge

22. Select the field


placeholder
(ALLCAPS) in the
main document.

23. Click the


Insert Merge
Field command
button.

24. Choose the proper field to insert to your text.

25. Continue adding fields until the document is complete.


Repeat steps 22 through 24 as necessary to stick all fields into
your document.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge

26. Save the


main
document.

27. Choose
Finish & Merge
to edit, print, or
send your
merged
documents
through email.

Empowerment Technologies - Lesson 4


Steps in creating simple mail merge

28. Or you may


want to Preview
Results to check
your work before
you send it.

29. You should get a


merged document
close to this one.

If you decide to
print the document,
the Merge to Printer
dialog box appears,
from which you can
choose records to 30. Save and close your document.
print.

Empowerment Technologies - Lesson 4


Empowerment Technologies - Lesson 4

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