Microsoft Office Tutorials and References
In Depth Information
Topic A: Form letters
Steps in a mail merge
Explanation
To create a form letter, you’ll use Word’s Mail Merge feature. The mail merge options
are located on the Mailings tab. Following is the basic procedure for performing a mail
merge:
1
Create a starting document, which can be a letter, e-mail message, envelope,
label, or directory.
2
Specify a list of recipients; this list should include the data that will change for
each letter, such as name and address. You can create the data list in Word while
you perform the mail merge, or you can use a list from another document or
from your Outlook contacts.
3
Insert the data from the recipient list into the starting document. Each piece of
data you insert is called a merge field . It appears as a placeholder representing
data from the recipient list, as shown in Exhibit 1-2. The value in this field
appears when you merge the starting document with the recipient list.
4
Merge the starting document with the recipient list. The merge fields are
replaced with the data from the recipient list, as shown in Exhibit 1-3.
Exhibit 1-2: A document containing merge fields
Exhibit 1-3: A document after merging with a recipient list
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