MAIL MERGE
& LABEL
GENERATION
Niconeil S. Bereber
STEM 12-A
OBJECTIVES
• Use common productivity tools effectively by maximizing
advanced applications
• Use advanced tools and Techniques in common
productivity and software applications in developing ICT
content
• Create an original or derivative ICT content of effective
Communicate or present data or information related to
specific professional tracks
2
Lesson 4
WHAT IS MAIL
MERGE ?
3
Mail Merge is a powerful tool for
writing and sending a personalized
letter or e-mail to many different
people at the same time.
4
Mail Merge
• Is it used to automatically add mailings addresses or
personalized information to your publication.
• The feature is usually employed in a word
processing document which contains fixed text (which
is the same in each output document) and variables
(which act as placeholders that are replaced by text
from the data source/data bese)
5
Data Source
• Is an organized collection of data model aspects of reality
in a way that supports processes enquiring information.
• The data is use to replace placeholders throughout your
message with the relevant information for each individual
you are messaging. You can use it to quickly create
personalized messages for hundreds of people at once.
6
Microsoft Excel
Microsoft Excel is
a spreadsheet developed
by Microsoft
for Windows, mac
OS, Adroid and iOS. It
features calculation,
graphing tools, pivot tables,
and a macro programming
language called Visual
Basic for Applications
7
Benefit of Mail Merge
8
Creating a Recipient List
1. Click the Mailings tab , go to Start group and click
Select recipients.
9
Creating a Recipient List
2. On the list of options, select Type New List
10
Creating a Recipient List
3. On the New
Address List dialog
box, click New Entry
and type recipient
Information
11
Creating a Recipient List
4. Click OK,
then Save as
Microsoft Office
Address List
12
From the Mailings tab
select Start Mail Merge
and select Step by Step
Mail Merge
13
Mailings Start Group Commands
ICON NAME FUNCTION
Merges data into a Publication which will be printed and mailed. Shows
Mail Merge step by step Merge Wizard
E-Mail Merges data in to a publication that will be sent as E-Mail
Select Choose the list of people you intent to send the letter to. You can
type your own list, use your outlook contacts or connect to a
Recipients database
Edit Recipients Make changes to the list of recipients and decide which of them
should receive your letter
List
14
CREATING A
MAIL
MERGE
15
STEP 1
Prepare Data in Excel for Mail Merge
Here are some tips to prepare your data for a mail merge. Make sure:
• Column names in your spreadsheet match the field names you want to
insert in your mail merge.
• All data to be merged is present in the first sheet of your spreadsheet.
• Data entries with percentages, currencies, and postal codes are
correctly formatted in the spreadsheet so that Word can properly read
their values.
• The Excel spreadsheet to be used in the mail merge is stored on your
local machine.
• Changes or additions to your spreadsheet are completed before it's
connected to your mail merge document in Word.
16
STEP 2
Creating Mail Merge
• From the Mailings
tab select Start
Mail Merge and
select Step by
Step Mail Merge
17
STEP 2
Creating Mail Merge
• Select the Step by Step Mail Merge Wizard and the paned will be
displayed
18
STEP 3 Selecting Document Type
A Task Pane appears to the right of the
document and is visible throughout the entire
Mail Merge procedure.
• Select the Labels button.
At the bottom of the Task Pane
Step 1, click on Next: Starting
document.
19
STEP 4 Select Starting Document
From the Label Options window select Avery A4/A5 from the drop down
list of Label vendors, and in Product number, select label L7160.
Click OK to create a sheet of labels with the specified label information. 20
STEP 5
Select recipients
To create your own list, type a NEW LIST
Click on the
Customize
Columns button
to delete or add
columns
21
STEP 5
Remove fields you
do not need such
as:
• E-mail Address
• Work
• Phone
• Home Phone
• Country or
Region
• Zip Code
• State
• Address Line 2
• Company Name
22
STEP 5 You can also Browse Microsoft Excel Files
23
STEP 5
You can refine
the recipient list
by selecting
any of the
options, sort,
filter, find
duplicates,
etc.
24
STEP 6
Arrange your labels
Address block: Use this option to insert
a formatted address.
Greeting line: Use this option to insert a
formatted salutation.
Electronic postage: Use this option to
insert electronic postage.
More items: Use this option to insert
individual merge
fields.
25
STEP 6 c
26
DON’T FORGET ME!!!!
STEP 6 c
27
STEP 6
Preview your labels
You can see how the
merged labels will look
by clicking the Preview
Results button in the
top right of the Mailings
tab.
28
STEP 7
Complete the Merge
• Select Complete the
Merge and choose Edit
individual labels.
• Click All in the Merge to
New Document panel.
• Save and Close the
document.
29
R e f e r e n c e s
30
THANKS!
Any questions?
31
