UGB004, Oct 2018: Guide on How to Perform Mail Merge

This assignment provides a detailed guide on how to perform a mail merge using Microsoft Word. The document outlines the steps involved, starting with preparing data in Excel, ensuring correct formatting and matching column names to field names. It then guides the user through starting the mail merge process, selecting recipients, and inserting merge fields such as address blocks and greeting lines. The document also covers previewing the results, finishing the merge, and saving the mail merge document. The assignment references relevant sources and is tailored for students undertaking the UGB004 Information Technology module, focusing on practical application of software skills, including referencing and citing sources correctly, as per the University of Sunderland guidelines.

How to Create Mail
Merge

 Mail Merge is generally used to create multiple documents at once which
includes different types of identical layout, formatting, text and graphics. Mail
Merge allows the word document to insert letters, Labels, envelopes, emails
etc. the different document used in mail merge are:
 Main Document
 Data Source
 Merged Document
Continue..

Step-1 Prepare a data in excel for Mail merge
 Make sure that the name of the columns in the spreadsheet matches the field
name (Parmar and Gupta, 2018).
 All the data which is required to be merged, will be present in the first sheet of
the spreadsheet.
 Data entries should be correctly formatted in order to let the word to properly
read the values.
 The excel spreadsheet to be used in Mail merge need to be stored in local
machine.
 Changes and alterations need to be updated before connecting it to Mail merge
document in word.

Step-2: Start Mail Merge
 In word, select FILE>NEW> BLANK DOCUMENT.
 Start Mail Merge group from Mailing Tab and select the type of merge according
to requirements.

Continue..
 Choose select RECIPIENTS> USE AN EXISTING LIST.

Continue..
 Select Open to choose the Excel Spreadsheet (Rattan and Singh, 2018).
 Choose SHEET1$ > OK
 Mailing list can be Restricted by choosing Edit Recipient list.
 Clear the name of any person in Mail Merge Recipient dialog box.

Step-3: Insert a Merge Field
 In order to insert an Address block for an envelop such as label, letter or a
email message.
 Write and insert field group in Mailing tab and choose Address Block then
choose OK.

Continue..
 In Address Block Dialog Box, choose and appropriate format then click File>
Save.
 To insert a data from Spreadsheet: Choose insert Merge FIELD > INSERT.
And then close it when done and then FILE> SAVE

Continue..
 To Insert Greeting Line: change the salutation or greetings such as Dear,
respected. Choose OK and then FILE> SAVE (Taljaard and et.al., 2015).

Step-4: Preview and finish the Mail Merge
 Choose preview result From Mailings tab and then select Next or previous to
record button to move through records and view the records in document.
 Choose Finish & Merge or send E-mail message.

Step-5: Saving the Mail Merge
 Choose YES from Mail Merge document to keep the connection
(Testament, 2017).

REFERENCES
 Rattan, G.K. and Singh, B.K., 2018. Self-citations in IASLIC Bulletin. Library
Philosophy & Practice.
 Taljaard, M. and et.al., 2015. Mail merge can be used to create personalized
questionnaires in complex surveys. BMC research notes. 8(1). p.574.
 Testament, O., 2017. Index of Biblical Citations and References to Biblical
Books. Genesis. 1(27). p.233.