Microsoft Office Tutorials and References
In Depth Information
Using Mail Merge
Chapter 6
Using Word for Mail Merge
Preview Results scroll buttons
Print documents: Choose this option if you
don’t need to make any individual changes
and just want to print the merged
documents. When you choose this option you
can choose to merge all records, the current
record, or a range of record numbers.
Send e-mail messages: This option sends
the document to the recipient via e-mail. The
e-mail option only works if the individual
record data includes e-mail addresses. When
you choose this option, like the others, you
can merge all records, the current record, or
a range of record numbers. Additionally, as
seen in Figure 6-21, you determine which
field in your data source contains the e-mail
address, and you can enter a subject line.
Also, you determine if you want the letter
sent as an attachment to the e-mail, in HTML
format, in the e-mail, or in just a plain text
with no formatting in the e-mail.
Figure 6-19
Previewing the merged letter.
When you are satisfied with the results, you’re
ready to finish the merge. Choose Mailings>
Finish>Finish & Merge. A menu of options appears
where you can edit the individual documents, print
the documents, or send the documents via e-mail.
Edit the individual documents: Choose
this option if you want to personalize your
letters. This option creates a new Word
document where each letter is on its own page
and any changes you make affect the
individual current record only—not the other
recipients. You have the option to merge all
records, the current record, or a range of
record numbers (see Figure 6-20).
Don’t Leave Subject Blank
Don’t leave the subject line blank. Many
e-mail filters will not display an e-mail
without a subject.
Figure 6-20
Displaying the merged letters in a new Word
document.
Figure 6-21
Sending the merged letters via e-mail.
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