How to create a Mailmergeusing the

Programs word and access

By Mrs Douglas 22 October 2010

Load Word

Click on: Tools/Letters and Mailings/Mail Merge

Right click on the blue bar and then choose

mailmerge

Step 1

• Ensure Letters is selected

• Click Next: Starting Document

Step 2

• Ensure Use the current document is selected

• Click Next: Select recipients

Step 3

• Select Type a new list

• Click Create

Click Customise button

Use these buttons to create these 7 fields

Step 4

Type in the 5 company stockholders records – click New Entry in between

Click Close after the 5th

Save the list in your BTEC Unit 1 folder

Call it Address List

Step 5

Step 6

Click ok

Click Next: Write your letter

Step 7Insert the Toytastic logo and address as shown

Type in the reference – insert your own initials

Type in today’s date and press enter twice.

• Click the INSERT MERGE FIELDS button.

• This dialogue box will appear.

• Choose a field name, click INSERT and then CLOSE.

• Insert spaces between the fields and press ENTER at the end of each line.

• Repeat this until your letter has all the fields needed – it should look like this example.

Step 8

Step 9Using your own words, complete the rest of the letter.

Step 10

Click the MERGE TO NEW DOCUMENT button.

Click OK

The letter will have merged with the 5 names and addresses to produce 5 letters.

Go to the program access and open up the address list file and screen shot this into your btec unit1 portfolio

Screen shot all of the following and add to you unit 1 portfolio

1. A copy of the letter showing the merge fields

2. A copy of all five letters to the company shareholders

3. Company shareholders contact list (address list file in program access)