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Digital Documentation Notes.

Mail Merge is a feature in word processors that allows users to create personalized documents by combining a main document with a data source. The process involves creating a main document, selecting a data source, inputting recipient details, inserting merge fields, and then previewing and completing the merge. This feature is particularly useful for sending the same content to multiple recipients with varying details.

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dextent gamingyt
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29 views13 pages

Digital Documentation Notes.

Mail Merge is a feature in word processors that allows users to create personalized documents by combining a main document with a data source. The process involves creating a main document, selecting a data source, inputting recipient details, inserting merge fields, and then previewing and completing the merge. This feature is particularly useful for sending the same content to multiple recipients with varying details.

Uploaded by

dextent gamingyt
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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What is Mail Merge?

Mail Merge is a feature in word processors that enables users to create personalized documents,
such as letters, certificates, or invitations, by combining a main document (containing generic
content) with a data source (containing specific details like names and addresses). This is
particularly useful for sending the same content to multiple recipients with varying details.

Steps to Perform Mail Merge

1. Create the Main Document

o Open a new document and type the content to be sent to multiple recipients.

2. Access the Mail Merge Wizard

o Go to Tools → Mail Merge Wizard. A setup window will appear.

3. Choose the Starting Document

o Select "Use the current document" and proceed to the next step.

4. Set the Document Type

o Choose "Letter" (or another type as needed) and move to the next step.

5. Create or Select the Data Source

o Click "Select Address List" to open the address list window.

o Create a new list or use an existing one.


6. Input or Customize Recipient Details

o If creating a new list:

▪ Enter recipient details in fields like name, address, and other variables.

▪ Customize fields as needed by adding, deleting, or renaming them.

▪ Save the list in .csv format (e.g., MyList.csv).

7. Insert Merge Fields

o Insert placeholders (e.g., <Name>, <Address>) into the main document at


appropriate positions.

8. Preview the Letters

o Review the merged document to ensure the data appears correctly.

9. Complete the Merge

o Choose to either:

▪ Edit individual documents.

▪ Save the merged document.

▪ Print or email the merged documents.

10. Print or Send the Documents

o Use the Mail Merge toolbar for options like:

▪ Printing the merged letters.

▪ Excluding recipients.

▪ Sending via email.

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