Mail Merge _A Presentation for INSET.ppt

Mail Merge _A Presentation for INSET of Teachers

1. Mail Merge

2. •Mail merge is
a feature within most data
processing
applications that enables users to
send a similar letter or document to multiple
recipients.
It enables ..
Mail
merge is used to
create multiple documents at
once.
These
documents have
identical layout, formatting,
text, and graphics.

3. •Mail merge is
a word processing procedure which
enables you to combine a document with a data file,
–for
example a list of names and addresses, so that copies
of
the document are different for each person
–it
is sent to. [computing] 
–The
documents Word can create with 
mail merge include
bulk labels, letters, envelopes, and emails.

4. •here
are three documents involved in the mail
merge
process:
–Your main document
–Your data source
–Your merged document

5. •Mail
merge is a feature within most data
processing
applications that enables users to
send
a similar letter or document to multiple
recipients.
It enables connecting a single form
template
with a data source that contains
information
about the recipient’s name,
address
and other predefined and supported
data

6. •Mail
merge primarily enables automating the process of
sending
bulk mail to customers, subscribers or general
individuals.
Mail merge works when a data file is stored that
includes
the information of the recipients to whom the letter
is
to be sent. This file can be a spreadsheet or database file
containing
separate fields for each different type of
information
to be merged within the letter.
•The
second file is the word document or the letter template.
The
recipients' information on the letter template is kept
empty.
When the mail merge process is initiated, the
recipients'
data from spreadsheet or database is fetched and
placed
within the empty field in the letter, one by one, until all
letters
are created.

7. Step 1: Prepare data in Excel for mail merge
•The
most important step in the mail merge process is to set up and
prepare
your data. You'll use your Excel spreadsheet as the data source for
the
recipient list.
•Here
are some tips to prepare your data for a mail merge. Make sure:
•Column
names in your spreadsheet match the field names you want to
insert
in your mail merge. For example, to address readers by their first
name
in your document, you'll need separate columns for first and last
names.
•All
data to be merged is present in the first sheet of your spreadsheet.
•Data
entries with percentages, currencies, and postal codes are correctly
formatted
in the spreadsheet so that Word can properly read their values.
•The
Excel spreadsheet to be used in the mail merge is stored on your local
machine.
•Changes
or additions to your spreadsheet are completed before it's
connected
to your mail merge document in Word.