Microsoft Office Tutorials and References
In Depth Information
Form Letter Formalities
Form Letter Formalities
Today I received a personalized invitation to enter a $250,000 sweepstakes
that had my name plastered all over the front of the envelope. How thoughtful
and personal! You don’t think that was a form letter, do you? A form letter is
a letter with standard text that’s printed over and over but with a different
name and address printed on each copy. You can send form letters, too,
even if you’re not holding a sweepstakes. An annual newsletter to family and
friends is one form letter you may want to create.
Follow these steps to create a form letter from Outlook 2013:
1. Click People in the Navigation pane.
Your list of contacts appears.
2. Click the Mail Merge button in the Ribbon.
The Mail Merge Contacts dialog box appears.
3. Choose Form Letters from the Document Type list.
The words Form Letters appear after you make your choice.
4. Choose New Document from the Merge To list.
New Document is probably already chosen, but check to be sure.
5. Click OK.
Microsoft Word opens a blank document.
6. Type your form letter.
7. Click the Insert Merge Field button in the Ribbon to insert merge
fields everywhere you want data from your Outlook Address Book to
appear in your letter.
Now you don’t have to settle for sending impersonal, annoying form letters to
dozens of people; you can send a personal, annoying form letter to hundreds of
people. If you’re planning to send an annoying form letter to me, my address
is 1600 Pennsylvania Avenue, Washington, D.C.
Merging from Selected Contacts
You probably don’t want to send a letter to every person in your Contacts
list. It’s easy to end up with thousands of names in your list — the postage
alone could cost a fortune. To limit your list of letters or mailing labels to
just a handful of contacts, hold down Ctrl and click the names of the people
you want to include. After you’ve selected everyone you want, click the Mail
Merge button.
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