Lesson 2. Mail Merge and passcode to protect documents

Demonstrate how to create, import, and manage data sources, which may include spreadsheets, databases, or contact lists.

1. MAIL MERGE AND
DOCUMENT PASSCODE
LESSON 2

2. OBJECTIVES
1.Explain what mail merge is and why
it's used.
2.Describe the key components of a
mail merge, such as the data source,
template document, and merge
fields.
3.Demonstrate on how to create,
import, and manage data sources,
which may include spreadsheets,
databases, or contact lists.
4.Explain how to comply with relevant
data protection protocols

3. WHAT IS A MAIL
MERGE?
Mail merge is a computer -based
process used to create
personalized documents or
communications, such as letters,
envelopes, labels, or emails, by
combining a template or master
document with a data source
that contains individual recipient
information.
This allows you to generate a
large number of customized
documents with minimal effort,
making it particularly useful for
tasks like sending out mass
mailings, creating personalized
marketing materials, or managing
email campaigns.

4. HOW MAIL MERGE
TYPICALLY WORKS
1.Data Source: Start with a data source,
which can be a spreadsheet,
database, or any structured list of
information. This data source contains
the individual recipient's details, such
as names, addresses, and other
relevant information.
2.Template Document: You can create
a mail merge template document
using word processing software (e.g.,
Microsoft Word, Google Docs).

5. HOW MAIL MERGE
TYPICALLY WORKS
3.Mail Merge Setup: You initiate the mail
merge process within your word
processing software and specify the
data source you want to use.
4.Mapping Fields: You map the merge
fields in your template document to
the corresponding fields in your data
source. This tells the software which
information to insert where.

6. HOW MAIL MERGE
TYPICALLY WORKS
5.Preview and Complete Merge: You
can preview the merged documents
to ensure everything looks as
expected. Once satisfied, you initiate
the merge, and the software
automatically generates individual
documents for each recipient
6.Output: The output can be a set of
printed documents, email messages,
or other forms of communication,
each tailored to the recipient's
information.

7. PERSONALIZATION EFFICIENCY ACCURACY CUSTOMIZATION
TIME
SAVINGS
MAIL MERGE OBJECTIVES
1.Personalization:The primary goal of a mail merge is to create personalized
documents or communications for multiple recipients. Each document should contain
individualized information, such as names, addresses, and other relevant details,
based on the data source.
2.Efficiency: Mail merge aims to save time and effort by automating the process of
customizing documents. It eliminates the need for manually entering data for each
recipient.
3.Accuracy: Ensuring that the merged documents are accurate and error-free is
crucial. The objective is to avoid mistakes in recipient information, formatting, or
content.

8. PERSONALIZATION EFFICIENCY ACCURACY CUSTOMIZATION
TIME
SAVINGS
MAIL MERGE OBJECTIVES
4.Customization: Mail merge allows for customization beyond just names and
addresses. Objectives can include tailoring content, images, or offers based on
recipient data.
5.TimeSavings: One of the primary objectives of mail merge is to save time compared
to manually creating individual documents. It's especially useful when dealing with
large numbers of recipients.

9. DOCUMENT PASSCODE
In Microsoft Word, you can set a password to protect your
document from unauthorized access or editing.
Remember to choose strong passwords and keep them in a
secure location. If you forget the password, there's usually no
way to recover it, and you may lose access to your document.
So, it's essential to store your passwords securely.

10. MAIL MERGE OVERVIEW
Mail merge is a time-saving and efficient way to produce a large
number of customized documents, reducing the need for manual
copying and pasting. It's commonly used for tasks like creating
personalized letters, address labels for envelopes, invoices, event
invitations, and email newsletters.

11. THANK YOU!
REFERENCE
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