MAIL MERGE.ppt

MAIL MERGE

1. Mail Merge

2. What is Mail Merge?
A Mail Merge is the result of merging
(joining) together a document and a
data file. The document can be a
letter or another file. The data file
contains unique data, like a database.

3. Step by Step Mail Merge
Step 1: Open a new File by
clicking on Filethen New

4. Step 2: Select Letters
and Mailingsfrom the
Toolsmenu and click on
Mail Merge Wizard

5. Step 3: When the following appears
Leave the ‘dot’ next to
Letters
Click Next: Starting document.
This goes to the second step
of the mail merge wizard

6. For this example we will
be using the Caravel
Travel template
Step 4: Click Start from a templateand then
click on Select Template…
Select a template. Then click Next:
Select recipients

7. If you already have a list
that you would like to use (eg
from Microsoft Access, etc),
select this option, then click
on Browse
If you do not have any lists, select
this option, then click Create. For
this example use this option
If you have an Outlook contacts
list, select this option, then click
on Choose Contacts Folder

8. Click Customiseand ensure that only the
following headings are present and click OK
You should start with something like this

9. Finally click on Next: Write your letter. You
will end up on Step 4 of the wizard
Enter the following data and click OKand save the
file

10. Click on Insert, then onDate and
Timeand select a date format
Click on
address block
to insert
addresses

11. Click Insert company nameto
remove the tick next to it and
click OKand push Entertwice

12. On the Mail Merge toolbar, which
you can access by clicking Tools,
then Letters and Mailingsand finally
on Show Mail Merge Toolbar
Click on Insert
Greeting Line

13. At this screen click
OKand push Enter
twice. Click Next:
Preview yourletter
You can use this screen,
and the two buttons (<<
and >>), to preview your
addresses

14. Click Next: Complete
the Mergeand click on
the X.
You may now type your letter