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Using Mail Merge

Using Mail Merge


What is Mail Merge


Mail merge is a process to create personalised letters and pre-addressed envelopes or mailing labels for mass mailings from a form letter. -1

In this tutorial, I did not use the Mail Merge Wizard but you can find the tutorial here: https://www.gcflearnfree.org/word2013/mail-merge/1/

In this tutorial, I tried to make the quickest way possible in using the Mail Merge feature of Ms Word.


What are the Components of Mail Merge?

Using Mail Merge needs two components:

  1. Form Document or Form Letter - this is your main document, which contains your letter. 
  2. Data File or Mailing List - contains the information of the individual recipients. Usually created using Ms Excel. 

How to use Mail Merge

These are the general steps in Using Mailmerge
  1. Create Form Document
  2. Create. Data File
  3. Insert Place Holders
  4. Preview
  5. Print. 

1. Create Form Document

  1. Open your Microsoft Word. 
  2. Create your letter. For this tutorial use the letter below:  or you can download this file (Marketing_1.docMarketing. Doc)


  3. Save as Marketing.doc
2. Create the Data File.  
  1. Open MS Excel. 
  2. You can use the data below or download Datafile.Xls



3. Insert Merge Fields or Place Holder (Merge Data with the Form Document)

To insert the merge fields or place holders is the process of merging your data to your form document.

  1. On the Main Menu, click the Mailings Tab



  2. Select Recipients. Note that I skipped 'Start Mail Merge' here, because we already have the document and the data file.

  3. Click 'Use Existing File'.


  4. Locate your Data File and click Open


  5. Select the worksheet where your data is (usually sheet 1) and click OK. At this point nothing visible happened. You have just pointed to MS Word which file to use as the data source. 

  6. Next we need replace the information in the address block of our letter with place holders.  You can erase the whole address block and insert the place holders or replace them individually.
  7. For this tutorial, we will insert the place holders one by one.
  8. First I am going to insert the place holder for 'Title'. Highlight  'Mr' 
  9.  Click 'Insert Merge Fields' 

  10. Select  'Title'. 
  11.  The title Mr is now replaced by the merge field «Title». 

  12. Add a space.
  13. Repeat steps 8-10 until you have replaced everything in the address block.  



  14. We also want to personalize the salutation. So replace friend with the «firstname» place holder
  15. Then we preview our results and make necessary adjustments
  16. Finish and Merge


References:

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