NIOS Entry Ch-5 Mail Merge Part 1

Download PDF of This Page (Size: 200K)

Mail Merge

  • The main uses of Word’s Mail Merge features are:

  • You can merge a list of names and addresses to a single letter that can be sent to different people in their names and addresses.

  • You can create categories, a single letter with variable information fields in it, or labels.

  • You can also produce merged documents such as directory lists, invoices, print address lists, or print addresses on envelopes and mailing labels.

Types of Documents in Mail Merge

  • Mail Merge requires three types of documents:

    • Main Document: In a Mail Merge operation, the personalized document (such as, a standard letter, or envelope, or mailing label) is known as the main document.

    • Data Source: Data source is a file that contains the names and addresses or any other information that vary with each version of a mail-merge document.

    • Merge Document: When you merge the main document with data source, a third document called merge document will be produced. The merge document can be merged to the screen to view letters along with addresses; or directly to the printer to print the letters along with addresses and print addresses on envelopes or labels; or save as some other file that can be used later for printing.

  • Mail Merge or Mailings feature in Word 2007 is available in Main Tab bar. Click on the ‘Mailings’ tab on the main tab bar to activate the mailings features and tools, which comprises subtask such as “Create”, “Start Mail Merge”, “Write & Insert Fields”, “Preview Results” and “Finish & Merge”.

Mail Merge Wizard

  • To use Mail Merge Wizard, select Mailings→Start Mail Merge subtask from the main tab bar. Then select Step by Step Mail Merge Wizard option on the subtask bar.

  • The Mail Merge Wizard menu will appear on the screen. This will help you to create mail merge documents in customized step manner. The Wizard has 6 steps to create a mail merge document.

Select Document Type

  • To create a simple letter with variable (current) date, follow these steps:

  • When you select Letters type, you can use this letter to send to a group of people with a personalized letter that is received by different people in that group with different address.

  • Select Letters from the options given in the Select Document type box and click on the “Next: Starting document” located on the lower end of the Wizard dialog box to move to the next step.

Select Starting Document

  • The 2nd step in the process is to select starting document under Letters option. There are three options available.

  • Use the current document: This is to use the current document shown and use the mail merge features to add recipients address or information.

  • Start from a Template: Similarly, if you don’t have a drafted letter for use, you can choose for ready to use mail merge template already available with Word 2007.

  • Start from existing document: If you already have a document available with you, you can select the exiting mail merge document and make necessary changes to the content of the letter and/ or recipients.

Creating a Data Source

If you do not have existing database information, you must create your own data source of the fields of information that will be inserted into the letter or any other main document.

Creating a Data Source Using Mail Merge Helper

1. Select “Type a new list” from the “Select Recipients” dialog box in step 3 of the Mail Merge Wizard and then select “Create” option.

2. A dialog box appears to create a list with new set of data such as Title, First Name, Last Name, Company Name and Address Line 1 and so on.

3. You can start entering data to the respective field as per your requirement directly into the displayed New Address List dialog box.

4. Should you want to Customize Columns the filed in the new address list to remove or add any other field as new your requirement, click on the customized button located on the lower right side of the New Address List dialog box.

5. This will display a list of available data field to which you can add a customized data filed, delete or rename an existing data field in the list. Once done click on the “OK” button.

6. When you finish specifying the required data fields to the new address list, click OK. The Save As dialog box appears.

7. Locate the folder that you want to save the data source in, type a file name, and then click Save As in the Save As dialog box. The file will be saved with an extension name .MDB (Microsoft Database).

Editing Existing Data Records

1. Open the data source file and then select Use an existing list option from the Select Recipients dialog box displayed in step 3 of the Mail Merger Wizard. The toolbar will appear on the screen.

2. Now click on the Browse option to display the Select Data Source dialog box. Now search the folder where you have stored the data file, which you want to use and the click on Open button to access the data file.

3. You can open various data file format such as Access database, Excel files, Word File, Rich Text format etc.

4. Once the data file is selected, based on the type of data file is selected, Mail Merger will ask you to define how to distinguish between data fields and data record.

5. Once it is done, the data file will be loaded in to Mail Merger and you can now click on Edit Recipient List button to be able to edit the list as per your requirement.

6. To locate a data record that you want to change, move to the record number you want change its contents by clicking the arrow keys or typing the record number; or click Find, and then search for information that you know the record contains.

7. Edit the records that you want to change and save the changes.

Creating a Data Source Using Word Table

1. Insert a table by selecting tab Insert→Table command on the main tab bar and create a table as given below.

2. Type the data field names on the top row of the table. Start typing the data records from the second row.

3. When you finish entering all the data records, save the table as a Word document. Your data source document is ready.

Using Excel Worksheet to Create a Data Source

1. Start Excel program. Open Worksheet.

2. Type the data field names on the top row of the worksheet. Start typing the data records from the second row.

3. When you finish entering all the data records, save the worksheet.

4. Select the data field names and data records you typed in the worksheet, and then click on Copy button in the standard toolbar. Close the file and then exit Excel program.

5. Open Word program. Open a new document and then click on Paste button. The data will be copied to word document in a table form. Save the document. Your data source document is ready.

Merging Documents

1. Click on the location of your letter where you want the addresses to be displayed and then

2. Select Address Book option on the dialog box displayed in step 4 of the Mail Merge Wizard. The Mail Merge Wizard displays the Insert Address Blok dialog box.

3. Using Insert Address Block you can select the individual address field to be inserted into the main letter.

4. After you complete the main document and insert all of the merge fields, click on the Office Button to save Save As option. Now select “Word Document” to save the file as a Word 2007 document or Select “Word 97-2003 Document” to save it as Word 97 or 2003 compatible document. Name the document, and then click Save. Now your main document will work as merge document.

Merging the Data into the Main Document

Merging the data into the main document is the last step of the Mail Merge Wizard. Click on the << or >> button to display the preview of the main letter with address data before you close the merge document and take the printout of the letter.

Image of Mail merge

Image of Mail Merge

Image of Mail merge