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Mailmerge from Word

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PCQ Bureau
New Update

What do you do, if you have to send the same letter to a group of people, and don’t want to change the address each time you print it. Word has a useful utility called Mail merge that lets you send the same information to a group of people with different addresses.

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To create a Mail merge document in Word, go to Tools>Mail merge. You’ll come across the Mail merge helper dialog box. Click the Create button and choose Form letters. You’ll come across two options here. Select Active window to create the form or the merged document in the current document or New Main document to create it in a new document.

Next, you’d need to create a Data source, the location where the information such as names and addresses are stored. To do so, click on Get Data in the Mail Merge Helper dialog box and select Create Data Source. You’ll see a list of fields, such as name, address, etc, here. To add a new field, enter the field name in the Field Name Text box and click on Add Field Name to add the field to the list. You can even remove some of the existing fields by selecting it and clicking the Remove field name button.

Customize the fields you need and click OK. Post this, you’ll be asked to enter the name of the file you wish to store the data in. Next you need to enter the records for the data source. For this, click on the Edit Data source and enter the data for each field. Click on Add New to add another record or OK to save and quit.

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The next task is to create the text for your Mail Merge document. Now to insert a merge field in to your document, click on the Insert Merge field on the Mail Merge toolbar. You’ll see a list of fields here, which are the ones you just created. Select the field you wish to insert and place your cursor wherever you want to insert the field. The field will be inserted in your document within angular brackets, such as <>.

After inserting all the fields and entering the text for your document, you need to merge the details in the Data Source and the Main document. For this, click on Merge in the Mail Merge Helper dialog box and click on All to merge all the records or specify a range in the From and To text boxes.

Finally, click on Merge to complete the process. Here, you have the choice to send the output to a new document, a printer or send it via e-mail. In case of e-mail, you would be prompted to select the field that contains the e-mail addresses. Post this, the message would be delivered to the e-mail addresses and would appear in your Outbox.

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