CA word:7 Mail merge

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Docs are intended to be distributed to a select audience. When you can personalize each printout or email you may get a better response. MAIL MERGE combines data from a list w/content of a doc to provide customized letters etc.

Creating a mail merge doc:

A personalized letter is any doc that uses Name, Address, Reference to item/topic. When you want to prep the same basic letter for more than one person, use mail merge. The mailings tab on the ribbon is organized left to right to take you through the mail merge process from start to finish. There are 5 steps to mail merge; create doc, select or create recipient list, type content for doc inserting merge fields where personalized content is needed. Preview doc, merge then print or email.

Create doc - decide what type of doc to use, address envelopes, email to customers, members of club, awards cert. etc. Basic doc types are letters (used for letters, certs, brochures), emails, envelopes and labels. To create, on mailings tab click start mail merge and doc type. Choose envelope size or type of label paper.

Select recipients - recipients list requires you to enter names, addresses etc. Click select recipients on mailings tab and click type a new list. To create email merge, select choose from outlook contacts. Columns are fields and represent data you can add to your doc. To change field name or add, click customize columns. After typing data to recipient, click new entry to add another line. Press tab when you get to last entry to add a new row. Done, select ok, save for future use.

Insert merge fields & complete doc - A mail merge doc is typed the same way as any doc but you add a merge field where personal info would go. You can click address block on mailings tab instead of having to insert separate fields for each piece of info. You can also select an entire address block at once. A greetings line can be inserted w/the greeting line command. Inserted fields can be formatted by selecting entire field including the <<marks>> on either side and then select formatting commands on home tab.

Preview mail merge doc - click preview results on mailings tab. Click previous/next in the preview results group to scroll through docs. To make correction click preview results again to display fields.

Finish merge - click finish and merge on mailings tab. When you click edit individual docs, a new word window is opened w/each letters separated by section break. If you click print a dialog box shows so you can choose which ones to print. Or send email messages to email.