Microsoft Office Tutorials and References
In Depth Information
Using Mail Merge
Chapter 6
Using Word for Mail Merge
Using Mail Merge
When you plan on sending a group of
recipients the same basic letter, that
letter is called a form letter. A form letter
results from merging a standard generic letter with
personalized information. To create form letters in
Word, you use the Mail Merge function.
2. Choose Mailings>Start Mail Merge>Start Mail
Merge>Letters. If you were not already in
Print Layout view, Word switches to Print
Layout view (see Figure 6-9).
You need two things to create a personalized
mailing with a mail merge: a letter, which is called the
main document and contains the information that
doesn’t change, and codes, called merge fields, that
act as placeholders for the variable information.
This variable information is usually a list of names
and addresses, called the data source, and contains
the information that does change for each letter.
When you merge the two, the result is an
individualized form letter, called the merge document.
Figure 6-9
A mail merge main document.
Creating the Main Document
For the main document, you can use a letter that
you’ve previously created or you can create a letter
from scratch. Type your letter without filling in any
of the information that will vary from recipient to
recipient such as addresses, meeting dates, and such.
Specifying Data for Your Mail
Once you create your main document, you need to
link the document to a file that contains your data.
The data source could be in the form of a
commaseparated value Word document or it could be in
an Excel worksheet or an Access database. See
Figure 6-10 for an example of each document
type—Word, Excel, and Access.
The following steps show you how to begin the
mail merge process:
Open or type the letter you want as the main
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