Educational Technology & ICT - Mail Merge PPT - Shalini Naicker.pptx

This document describes Mail Merge. It's Meaning, components, features, steps, tools, examples, advantages and disadvantages.

1. EDUCATIONAL TECHNOLOGY & ICT By Shalini Naicker B .Ed IV Sem St. Aloysius College (Autonomous), Jabalpur.

2. TOPIC MAIL MERGE

3. What is Mail Merge? Mail Merge is a feature in data processing applications that automates the process of sending a similar letter, email, or document to multiple recipients that is personalized to each. It enables connecting a single template with a data source that contains information about the recipient’s name, mailing address, email, and other predefined data collected by the sender.

4. COMPONENTS OF MAIL MERGE 1) Main Document - The main document contains the main body of your letter, field names, and merges instructions. The basic information within the main document remains equivalent. 2) Data File - All the information, which is to be placed into the main document is stored in the data file. This file saves all the information in the tabulation form. 3) Merged Document - The merged document contains the main text from the main document and data from a data source.

5. Create the Data Source A data source contains variety of the information. For example – recipient information is contained by the data source of invitation letters. Such as 1) Name 2) Address and 3) Phone Number S.No First Name Last Name Address City Mr. A Kumar r-11, charbag Lucknow Mr. B Kumar c-22, jankipuram Lucknow Mr. C Kumar d-22, aliganj Lucknow

6. STEPS OF MAIL MERGE

7. Step 1) Select a Document Type Step 1 The first step is to select a document type. To do this go to the Mailing tab → click on the Start Mail Merge command (under the start mail merge group) → Choose and select the document type.

8. Step 2) Connect the Document to a Data Source: After selecting the document type the next step is to select the recipient list (also known as data source. To select the data source, open the ‘mailings’ tab and go to the ‘Start Mail Merge’ group. Click on the ‘Select Recipients’ and choose any one option from the given list.

9. Step 3) Edit Recipients User can create new list, but if the user has an existing list, then he/she should select ‘existing list’. If needed, user can also edit the ‘recipient list’.

10. Step 4) Insert merge Fields After selecting and editing the recipient list, the next step is to insert the merge fields. To insert merge field, firstly select the place where you want to insert the different blocks (such as address block, etc) and point out the cursor at the place. Go to the Write and Insert Fields group on the Mailing tab and select the different blocks.

11. Step 5) Preview your Letters: After completing the insert merge field users can see the preview of the letter using ‘Preview results’ available on the mailing tab. If there is any error then users have a chance to remove that error.

12. Step 6) Complete the Merge In the end select the Finish group over the mailing tab and choose the finish and merge option and select option according to your requirement.

13. TOOLS OF MAIL MERGE Some tools businesses use for mail merge include the following: Gmass Google Docs (with third-party extension) and Google Sheets Microsoft Outlook or Gmail Microsoft Word and Excel Salesforce Yesware Zoho CRM Businesses can also look for the availability of third-party add-ons or browser extensions to extend mail merge functionality to specific tools.

14. ADVANTAGES OF MAIL MERGE Saves time when creating multiple personalized documents. Personalizes communications by merging data sources, Ensures consistency in the information across all merged documents. Integrates with various data sources, providing flexibility and efficiency.

15. DISADVANTAGES OF MAIL MERGE Raises security concerns about protecting data source information. Requires diligence in complying with privacy regulations. Contributes to unsolicited mass emails if misused. Relies on the compatibility of the tools being used, limiting functionality in some cases.

16. THANK YOU

17. REFERENCE https://www.techopedia.com/definition/1686/mail-merge https://www.geeksforgeeks.org/how-to-use-mail-merge-in-ms-word/