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Mail Merge: Michael B. Botalon

Mail Merge allows you to produce multiple documents like letters, labels, and envelopes using information stored in a list or database. To perform a Mail Merge, you need a Word document and a recipient list, typically in Excel. The Mail Merge Wizard guides you through selecting the document type, recipient list, writing the document and inserting placeholders, previewing the merge, and printing the documents. Placeholders like <<AddressBlock>> and <<GreetingLine>> are used to insert recipient data at the appropriate locations in the merged documents.

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Margerie Fruelda
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35 views25 pages

Mail Merge: Michael B. Botalon

Mail Merge allows you to produce multiple documents like letters, labels, and envelopes using information stored in a list or database. To perform a Mail Merge, you need a Word document and a recipient list, typically in Excel. The Mail Merge Wizard guides you through selecting the document type, recipient list, writing the document and inserting placeholders, previewing the merge, and printing the documents. Placeholders like <<AddressBlock>> and <<GreetingLine>> are used to insert recipient data at the appropriate locations in the merged documents.

Uploaded by

Margerie Fruelda
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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MAIL MERGE

MICHAEL B. BOTALON
Instructor
MAIL MERGE
MS WORD 2013

Mail Merge is a useful tool that allows you to produce


multiple letters, labels, envelopes, name tags, and more
using information stored in a list, database, or
spreadsheet. When performing a Mail Merge, you will
need a Word document (you can start with an existing
one or create a new one) and a recipient list, which is
typically an Excel workbook.
To use Mail Merge:

1. Open and existing Word document, or create a


new one.
2. From the Mailings tab, click the Start Mail Merge
command and select Step by Step Mail Merge
Wizard…from the drop-down menu.
The Mail Merge pane appears and will guide you through the six main steps to complete a
merge. The following example demonstrates how to complete a form letter and merge the
letter with recipient list.
Step 1:

Choose the type of document


you wish to create. In our
example, we will select Letters.
Then click Next: Starting
document to move to Step 2.
Step 2:

Select Use the current


document, then click Next:
Select recipients to move to
Step 3.
Step 3:
Now you'll need an address list so
Word can automatically place each
address into the document. The list
can be in an existing file, such as
an Excel workbook, or you can type a
new address list from within the Mail
Merge Wizard.

1. From the Mail Merge task pane,


select Use an existing list, then
click Browse... to select the file.
Step 3:
2. Locate your file and click Open.
Step 3:
3. If the address list is in an Excel workbook,
select the worksheet that contains the list and
click OK.
Step 3:

4. In the Mail Merge


Recipients dialog
box, you
can check or unch
eck each box to
control which
recipients are
included in the
merge. By default,
all recipients
should be selected.
When you're done,
click OK.
Step 3:

5. From the Mail Merge task pane,


click Next: Write your letter to
move to Step 4.

If you don't have an


existing address list, you
can click the Type a new
list button and
click Create. You can
then type your address
list.
Step 4:

Now you're ready to write your letter. When it's


printed, each copy of the letter will basically be the
same; only the recipient data (such as
the name and address) will be different. You'll
need to add placeholders for the recipient data so
Mail Merge knows exactly where to add the data.
Step 4:
To insert recipient data:

1. Place the insertion


point in the
document where
you want the
information to
appear.
Step 4:

2. Choose one of the


four placeholder options: Address
block, Greeting line, Electronic
postage, or More items.
Step 4:
3. Depending on your selection, a dialog box may appear with various options.
Select the desired options and click OK.
Step 4:
4. A placeholder will appear in your document (for
example, «AddressBlock»).
Step 4:
5. Repeat these steps each time you need to enter information from your
data record. In our example, we'll add a Greeting line.
Step 4:

For some letters,


you'll only need to
add an Address
6. When you're done, block and Greetin
click Next: Preview your g line. Sometimes,
letters to move to Step 5. however, you may
want to
place recipient
data within the
body of the letter
to personalize
it even further.
Step 5: 1. Preview the letters to make sure the information from the recipient list
appears correctly in the letter. You can use the left and right scroll
arrows to view each document.
Step 5:

2. Click Next: Complete the


merge to move to Step 6.
Step 6:

1. Click Print... to print the


letters.
Step 6:

2. A dialog box will appear.


Click All, then click OK.
Step 6:

3. The Print dialog


box will appear.
Adjust the print
settings if needed,
then click OK. The
letters will be
printed.
Challenge!

1. Open an existing Word document. If you want, you can use


our Practice document (Word document) and Address
list (Excel workbook).
2. Use the Mail Merge Wizard to merge the letter with
the recipient list.
3. Place an Address Block at the top of the page and a Greeting
line above the body of the letter.
4. Print the document.

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