How to Create a Mail Merge

This presentation provides a step-by-step guide on how to create a mail merge. It explains the process of using information from a database or spreadsheet to generate multiple letters, name tags, labels, and envelopes.

How I created a Mail
merge
TASKS

Table of contents
• Introduction
• Steps to create Mail merge
• References

Introduction
Mail merge is a useful tool that allows us to create multiple
letters, name tags, labels, envelopes and many more things
by using the information that is present in a database, list or
spreadsheet.

Steps to create Mail merge
The steps which I used to create a mail merge are
following:
• I opened a word document.
• From the Mailing tab, I clicked on Start Mail Merge
command and selected step by step Mail Merge
Wizard from drop down menu.

Step 1 :
I have selected “Letters” to
create. Then I clicked on
Next : Start document
Step 1

Step 2 :
Then I have selected “Use
the current document”
then clicked to Next.
Step 2

Step 3
Step 3 :
Now I require an address list so Word can automatically
place each address into documents. The list can be in
current file such as Excel workbook, or I can type a new
address list from within the Mail Merge Wizard.

1) From the Mail Merge task
pane, I have selected Use
an existing list, then I
clicked on “Browse” to
select the file.
Step 3 Cont...

Step 3 Cont...
2. I located my file and
clicked on “Open”.

Step 3 Cont...
3. As the address list is in
Excel workbook, I selected
Worksheet that contains the
list and then click on “OK”

4. In the Mail Merge
Recipients dialog box, I can
check or uncheck each box
for controlling which
recipients are involved in the
merge. Then I clicked on
“OK”.
Step 3 Cont...

Step 3 Cont...
5. From the Mail Merge task
pane, I clicked on Next:
Write Your letter.

Step 4 : Now I am ready to
write my letter.
To insert recipient data:
1. I placed the insertion
point in the document
where I want the
information to appear.
Step 4

Step 4 Cont..
2. Then I have chosen one
of the four placeholder
options: Address block,
Greeting line, Electronic
postage or more items.

Step 4 Cont..
3. Depending on my
selection, a dialog box
will be appear with
several options. I
selected the desired
option and clicked on
OK.

Step 4 Cont..
4. A placeholder will come
out in my document.

Step 4 Cont..
5. This step is repeated
each time I require to
enter information from
my data record. I have
add a Greeting line here.

Step 4 Cont..
6. Then I clicked on Next:
Preview your letter.

Step 5
Step 5:
1. I previewed the letter for
making sure the
information from the
recipient list are
appearing correctly in the
letter.

Step 5 Cont..
2. Then I clicked on Next:
Complete the merge.

Step 6
Step 6:
1. I clicked on Print to
print the letters.

Step 6 Cont..
2. A dialog box will
appear. Then I clicked on
All, then on OK.

Step 6 Cont..
3. The print dialog box
will come. After that I
adjusted they printing
setting and clicked on
OK. The letters will be
printed.

References
Hui, H., 2011. " Mail Merge" Class Project Design Which
Based on the Action Orientation.Office Informatization.20.
p.025.
Jia-lan, Y. A. N. G., 2011. Based on the Mail Merge
Application Domain. Computer Knowledge and
Technology.32. p.041.
Kumar, M. and Rangan, V., Clearwell Systems, Inc.,
2011.Methods and systems for e-mail topic classification.
U.S. Patent 7,899,871.

Thank you