Use of Mail MergeMail merge Start a mail merge to create a form letter which you intend to print or email multiple times, sending each copy to a different recipient. You can insert fields, such as name or address, which word will replace automatically with information from a data base or contact list for each copy of the form letter. Mail merge is one of the very important application of any word processing software. Word has indeed made it very easy to operate, in mail merge you have the variable data coming from a data source which can be a database file spreadsheet, or even a text file with file marked in it.
Then you have the document file whose text remains the same for all the subsequent merged files changing only the data which has been received from the source. So in fact you create multiple documents having the same text but having different fields depending upon the source.
Use of Mail Merge
That means mail merge option requires two documents to merge first address and other letter document. Well, one can think of various usages of the mail merge. The most important being sending the same letter to various parties, sending the same call letter to the various candidate. Sending call letter to inform candidate. Calling all the candidate to attend exam. In all these cases, the text would remain more or less the same but the name and address of the receiver would changes. Here we are using same letter, which we had created earlier to various candidate.
Step :- 1. We will create data of candidate in excel file.
Windows key + R –>
The run command will be open on the screen.
Type here excel
Step :- 2. Open excel then select any sheet. Now fill all the information of candidate then save it.
Note:- For security reason i am not write any person name only i am giving you only a demo. That’s why i write these things in excel sheet.
Step :- 3. Now open office word by pressing windows key + R
The run command will be open on the screen. Type here “winword”.
Now click on OK
Step :- 4. Now write your letter whatever you want to send to candidate.
I am typing these word after that i use dot (……….).
Step :- 5. Put the cursor on first page of first line home. Now click on mailings tab.
Step :- 6. Now click on start mail merge. Now click on step by step mail merge wizard to open the mail merge task pane showing step 1 to 6 in the wizard. Here the pane asks you to point out which type of document you are working on
Step :- 7. Now select letters radio button.
Step :- 8. Click next : starting document at the bottom of the pane. To reach the next step.
Step :- 9. In the task pane, click the use the current document option.
Step :- 10. Then click next select recipients.
Step :- 11. In the task pane, click the use an existing list.
Step :- 12. Then click on Browse.
Step :- 13. Now select the location of file and then select the excel file where data is exist of candidate.
Step :- 14. Now click on open
Step :- 15. Now select the sheet where candidate data is exist.
Now click on OK button.
Step :- 16. Here you can see that the information of candidate.
Now click on OK button.
Step :- 17. Now click on next write your letter.
Step :- 18. Click on more items.
Step :- 19. A dialog box will be open of insert merge field. Now select your data type then insert one by one.
Step :- 20. Now close insert merge field dialog box. Now arrange data base field.
Step :- 21. Now click on Next: preview your letters.
Step :- 22. Now click on Next: complete the merge.
Step :- 23. Now click on Print or Edit individual letter. When you Click on edit individual letter to view separately or click on print for hard copy. When you click print or edit individual letter a dialog box will display. I will choose print for print the letter individual.
Step :- 24. Now choose as per as your required option. if you want to print all document of candidate the select “All” radio button.
Then click on OK button.
Step :- 25. Now click on ok to print.
I hope that you understand my post. if you like this post then share my post, and comment on my post if you have any suggestion or Queries related to MS Office or Mail Merge. Thank you!