Mail merge

 

You use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers or a sheet of address labels. Each letter or label has the same kind of information, yet the content is unique. For example, in letters to your customers, each letter can be personalized to address each customer by name. The unique information in each letter or label comes from entries in a data source.

The mail merge process entails the following overall steps:

  1. Set up the main document. The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address or salutation in a form letter.
  2. Connect the document to a data source. A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
  3. Refine the list of recipients or items. Microsoft Office Word generates a copy of the main document for each item, or record, in your data file. If your data file is a mailing list, these items are probably recipients of your mailing. If you want to generate copies for only certain items in your data file, you can choose which items (records) to include.
  4. Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the mail merge fields are filled with information from your data file.
  5. Preview and complete the merge. You can preview each copy of the document before you print the whole set

 

Envelope and label

 

When you want to use envelopes to send a mass mailing to your address list, you can use mail merge to create a batch of envelopes. Each envelope contains an address from your list.

The mail merge process entails the following overall steps:

  1. Set up the envelope. You set up the layout of the envelopes one time, for all the envelopes in the mail merge. In a mail merge, the document that you use to do this is called the main document. In the envelope main document, you can also set up any content that you want repeated on each label, such as a return address, a company logo, or boilerplate text.
  2. Connect the envelopes to your address list. Your address list is the data source that Microsoft Office Word uses in the mail merge. It is a file that contains the addresses to be printed on the envelopes.
  3. Refine the list of recipients. Word generates an envelope for each address in your mailing list. If you want to generate envelopes for only certain addresses in your mailing list, you can choose which addresses, or records, to include.
  4. Add placeholders, called mail merge fields, to the envelopes. When you perform the mail merge, the mail merge fields are filled with information from your address list.
  5. Preview and complete the mail merge. You can preview each envelope before you print or send the whole set.

 

 

Set up the envelope

If you want to include a return address on the envelopes, you can set this up before you start working on the envelope main document. It is also a good idea to try printing a few test envelopes to verify that your printing options are configured correctly for your printer.

Set up a return address

  1. Start Word.
  2. Click the Microsoft Office Button , and then click Word Options.
  3. Click Advanced.
  4. Scroll down, and under General, type your return address in the Mailing address box.

Word stores the address so that you can use it whenever you want to insert your return address in a document.

5. Click OK.

 

 

 

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