Using mail merge on Microsoft Word allows you to change information in one document fast. This is especially useful when sending the same letter to numerous customers . Mail merge enables you to create the same document but change address.
To begin the mail merge you may first need the finished document you are looking to merge, for example a finished letter. Remember not to include any information that only applies to one customer as you'll be employing the same letter.
You may then have got to select the document to be merged, click the mailings tab at the top part of your screen. Then click Start mail merge you may then be given a drop down menu select Step by step mail combine wizard. A tab should open on the right side of your screen.
You then have to select which document you are merging, then click Next: Starting document As you are in the document of the letter you have made you should select Use current document.
You then have got to set up the info you will be changing, for a letter you'll need to change the address, if you've already got a document containing all the addresses you need to use you can click browse and find this document. If you don't you will need to create one by choosing Create new list and Create.. You can then input your info into the table that appears you will need to save the table to complete the merge.
Click Next: Write your letter this then gives you the choice to insert fields into your document. As an example put your cursor where you would like your address block to start then select Address block from the side bar. You will get a pop up which enables you to customize the address block if you're happy click ok. The words address block in arrows should then appear on your screen.
Click next to preview your letters you then have a few letters with different addresses where you have chosen the address block to be. Click the arrow to show the the different documents.
To begin the mail merge you may first need the finished document you are looking to merge, for example a finished letter. Remember not to include any information that only applies to one customer as you'll be employing the same letter.
You may then have got to select the document to be merged, click the mailings tab at the top part of your screen. Then click Start mail merge you may then be given a drop down menu select Step by step mail combine wizard. A tab should open on the right side of your screen.
You then have to select which document you are merging, then click Next: Starting document As you are in the document of the letter you have made you should select Use current document.
You then have got to set up the info you will be changing, for a letter you'll need to change the address, if you've already got a document containing all the addresses you need to use you can click browse and find this document. If you don't you will need to create one by choosing Create new list and Create.. You can then input your info into the table that appears you will need to save the table to complete the merge.
Click Next: Write your letter this then gives you the choice to insert fields into your document. As an example put your cursor where you would like your address block to start then select Address block from the side bar. You will get a pop up which enables you to customize the address block if you're happy click ok. The words address block in arrows should then appear on your screen.
Click next to preview your letters you then have a few letters with different addresses where you have chosen the address block to be. Click the arrow to show the the different documents.
About the Author:
Lois Park has recently joined the team at Prosyn
and is helping with internal small business IT Support setups. This Mail Merging task was one of her first
projects. At Prosyn we focus on our internal systems as much as we do when
providing Business IT Support to our clients.
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