Mail merge define and process on mail merge and REVIEW TAB

Hope you are finding it easy now :)

1. By : Ashish
Maheshwari

2. INDEX
2
TOPICS PAGE NO.
What is Mail Merge ? 3
Getting started with Mail Merge 5
Composed : Word Document
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Data source : Table
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Merge Document
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Review letter
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Review Tab
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Proofing group in review tab
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Comment group on review tab
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4. We use mail merge when we 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. Using mail merge, we can create :
 A set of label or envelops : The return address is the same on all the labels or
envelopes, but the destination address is unique on each one.
A set if form letters, email messages , or fax : The basic content is the same in all
the letters, messages, or faxes, but each contains information that is specific to the
individual recipient, such as name, address, or some other piece of personal data.
A set of numbered coupons : The coupons are identical except that each contains a
unique number.
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5. Open a new word document and begin composing your letter.
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6. When you finish composing the Word document
(don’t forget to save!) now note what fields you
need in your data source.
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7. Now you will open a new Word file (or Excel file, or database,
etc.). I will go to insert->table, and draw a table with seven
columns to map with the seven fields of variable info in my
letter. I type in the headings.
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8. Fill in the data for each patron you wish to send a letter to…
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9. When you finish your data list, save the document (don’t forget
under what name and where it is saved!)
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10. Switch back to your letter. From the top dropdown menus,
select Mailings->Start mail merge. Choose the option “Step-by-
step mail merge wizard.” The wizard will open up in a pop up or
to the right of your screen.
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11. Make sure the “Letters” radio button is selected, then
click on Next: Starting document
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12. Make sure the “Use current document” radio button is
selected, then click on -> Next: Select recipients
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13. Make sure the “Use an existing list” radio button is selected,
then click on Browse to search for the data file we saved.
Open the file.
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14. Make sure the “Use an
existing list” radio button
is selected, then click on
Browse to search for the
data file we saved. Open
the file. Depending on
your version of Microsoft
Word, you may get this
box, which gives you the
option to select which
records to include. Click
OK.
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15. Click ->Next: Write your letter. Now, highlight the first field
that you would like to replace. That would be “Mailing
Name.” From the wizard, choose “More items” to select
from. Click “Mailing_name” and Insert.
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16. Repeat this for other fields – Address, City, State and Zip, and so
on from the “More items” selection. Note you may have to adjust
the placement and spacing, as inserting these fields sometimes
sets off the formatting.
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17. Select “Preview your letters” from the wizard to see how they
look. This gives you the opportunity to see if you need to go back a
step and adjust spacing, or catch any errors.
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18. I make my changes, and then I move forward to preview the
merge with my changes. I am satisfied, so I’m ready to hit
the “Next: Complete the merge” magic.
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20. Now, you can immediately print your letters, or if you want to
review them and/or save them for another time, choose the
“Edit individual letters” option. This will open a new document –
your merged letters!
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21. REVIEW TAB
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22. PROOFING GROUP IN REVIEW TAB
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23. SPELLING & GRAMMAR
To check spelling and
grammar:
*Place the cursor at the beginning
of the document or the section
that we want to check.
*On the Review tab, in the
Proofing Group, click Spelling
and Grammar.
*If the program finds spelling
mistakes, a dialog box with the
misspelled word will be
displayed.
*Click Spelling & Grammar on
the Proofing Group.
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24. RESEARCH
*On the Review tab, in the
Proofing group, click
Research.
*In the Research pane, click
Research options.
*Click drop-down button and
select any option to start the
search with, there are three
categories, All Research
Books, All Research
Sites, and All Business
and Financial Sites.
Under each category, we will
find multiple highly preferred
sites that we can use for
research purposes.
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25. THESAURUS
To use Thesaurus do
the following:
i.Select the word for
which we have to find
another word.
ii.Click the Review tab.
iii.Click the Thesaurus
button on the Proofing
Group
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26. WORD COUNT
To count the word as we type:
Look at the bottom left corner
of the screen to check the
Word Count as we type in a
document. It will give us total
word count or tell us how many
words are highlighted.

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27. COMMENT GROUP ON REVIEW TAB
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28. INSERT A COMMENT
Do the following:
i.Select the text or item that we want to comment on, or click at the end
of the text.
ii.On the Review tab, in the Comments group, click New comment.
iii.Type the comment text in the comment balloon
Note: To respond to a comment, click its balloon, and then click New
comment in the Comments group. Type the response in the new
comment balloon.
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29. DELETE
COMMENT(S)
i.To quickly delete a single
comment, right-click the
comment, and then click Delete
Comment.
ii.To quickly delete all comments
in a document, click a comment
in the document. On the
Review tab, in the Comments
group, click the arrow below
Delete, and then click Delete
All Comments in
Document.
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30. THANK YOU
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