Part four mail_merging

Presented by TIRAGANA AudesUganda Martyrs University 1

Part Four:

MAIL MERGING

Microsoft WordWORD PROCESSOR


Objectives

To understand the technique of Mail merging.

To apply mail merging technique


What is Mail Merge?

Mail merge is a word processor function describing the production of multiple documents from a single template form and a structured data source.

This technique can be used in any organisation that deals with many customers.


What is Mail Merge? Cont.

How did Mail Merge come about? This technique of merging data to create

mailshots (personalised addressed advertising) gave rise to the term mail merge.



Mail merging is a process used when you want to create a set of documents that are essentially the same but where each document contains unique elements (personalised address).

This helps to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings from a word processing document which contains fixed text, which will be the same in each output document, and variables, which act as placeholders that are replaced by text from the data source.



The data source is typically a spreadsheet or a database which has a column(s) (field(s) matching each variable in the template.

When the mail merge is run, the word processing system creates an output document for each row (record) in the database, using the fixed text exactly as it appears in the template, but substituting the data variables in the template with the values from the matching columns.



For example, in a letter that announces a new product, your company logo and the text about the product will appear in each letter (fixed text), and the address and greeting line will be different in each letter (data variables).


Start a Mail MergeGetting Started

To launch Microsoft Word <2003>, double-click on the Microsoft Office Word <2003> icon on your desktop, or go to the Start menu and choose All Programs > Microsoft Office > Microsoft Office Word <2003>.

A new untitled document is created.


Mail Merge cont. Start a mail merge, follow these steps, as appropriate

for the version of Word that you are running. Microsoft Word 2002

On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

Microsoft Office Word 2003On the Tools menu, click Letters and Mailings, and then click Mail Merge.

Microsoft Office Word 2007On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.


Mail Merge cont. We shall use Microsoft Office Word 2003 From the pull down menu, select Letters & Mailings,

then select Mail Merge... A task pane will appear on the right of the word document.

Under Select document type, choose one of the following types of documents: Letters E-mail messages Envelopes Labels Directory


Mail Merge cont.


Mail Merge cont. A task pane that appears

With a list of documents displaying Step 1 of 6

Select document type click Letters (our class

example we shall use letter but for exercise use other document types)


Mail Merge cont. Step 1: Select document type and main document

(in our case we shall select letter) Letters E-mail messages Envelopes Labels Directory

Click Next: Starting document.


Mail Merge cont. Step 2: Select starting document

This step gives you an option of selecting how you want to start your document.

Use current document. Use template Use existing document.

Select (Use current document) Click Next: Select recipient.


Mail Merge cont. Step 3: Select recipient

This step gives you an option to select the recipient list your document.

Use existing list Select from Outlook Contacts Type a new list

Select (Type a new list) Click: Create…


Mail Merge cont. A new address window will appear with default

settings Click Customise…

to customise theaddress list. By adding and removing fieldnames

Enter the fields Click: Close


Mail Merge cont. When you Close, Save the Address List dialogue

window appears. Save


Mail Merge cont. Mail Merge Recipients Find… Edit…


Mail Merge cont. Step 4: Write your Letter Write the Letter and add

recipient information toyour letter

Click Next: Preview your letters.


Mail Merge cont. Step 5: Preview your Letter Make changes Click Next:

Preview your letters.


Mail Merge cont. Step 6: Complete your merge.

Merge is ready to produce your letters Merge

To Print… Merge to

Printer All Current record Specify


Mail Merge cont. Merge Individual Letter…

Merge to NewDocument All Current record Specify


Mail Merge cont. Once you specify what how you want to

Merge, A new document will be created with all your

personalised merged letters. To make changes to all the letters, switch

back to the original document.

Discuss the Mail Merge Tool Bar


Mail Merge cont.SUMMARY OF MAIL MARGE STEPS Step 1: Choose a document type and main

document Step 2: Select starting document Step 3: Select recipient Step 4: Write your letter Step 5: Preview your merged letter Step 6: Complete your merge


Review Questions What is mail merging? How did Mail merge come about? Where can this technique of mail merging be

applied? What files do you need to create in order to use

mail merging technique? What are the results of mail merging? What are the advantages of using mail

merging? What is a field, entity and record?

Part four mail_merging

Education

Transcript of Part four mail_merging