Word 2016 Intermediate/Advanced

Lesson 8 – Using Mail Merge

Word 2016

W ORKING WITH M AIL M ERGE  D ISCUSSION

Mail merge is often used to send out the same or similar letters to many recipients. Mail merge enables you to write one letter only and then merge the letter with a data source, creating customized, individual letters including information specific to each recipient (such as, names, addresses and other details). The result is a professional-looking letter tailored to each recipient.

Mail merge uses two types of documents: a main document and a data source. The main document (such as a letter) contains information common to each recipient. The data source contains the variable information (such as names and addresses). Merge fields are placed in the main document to indicate where each bit of data from the data source should appear. When you merge the variable information from the data source into the main document, one merged document is created for each record in the data source, with the variable information inserted into the corresponding merge fields.

In addition to letters, use mail merge to print mailing labels and addressed envelopes or to create a directory. Mail merge can produce documents in many formats; printed letters, files stored to disk for printing later, fax documents, and e-mail messages.

Mail merge involves following six basic steps:

1.Select the document type. 2.Create or select the main document. 3.Create or open the data source. 4.Insert the merge fields into the main document. 5.Preview the merged document. 6.Complete the merge.

Create mail merges easily using the Step-by-Step Mail Merge Wizard that opens the Mail Merge task pane. The Mail Merge task pane provides the most guidance when merging documents and offers you the flexibility to review previous steps carried out in the process.

Use the buttons available on the Mailings tab to merge documents. These buttons are arranged in order of usage, from left to right. They are context-sensitive and change depending on where you are in the mail merge process.

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