Mail Processing.docx

The Mail Merge Process The term mail merge refers to combining a data source with a main document to produce a batch of customized documents. The main document could include letters, postcards, notices, or any other document for mass mailing. In order to perform a mail merge two documents are required these are a primary/main document and a data source. The data source contains records that will change for each person (e.g. name, address etc.) and could be: Ms Word Data Source File, Ms Access table, form or query or A Worksheet (Ms Excel)

Before creating the data source 1. Identify each piece of data that will change for each document. 2. Give each piece of data that will change a name. The name should be short not exceeding ten characters (if possible) and is called a fieldname. Mail merge involves four basic steps: 1. 2. 3. 4.

Open or create a main document. Open or create a data source with individual recipient information. Add or customize merge fields in the main document. Merge data from the data source into the main document to create a new, merged document.

IN MAIN DOCUMENT STEPS TO COMPLETE MAIL MERGE: 1. CLICK MAILINGS 2. CLICK START MAIL MERGE 3. STEP-BY-STEP MAIL MERGE WIZARD 4. CLICK- NEXT AT STEP 1 OF 6 5. CLICK- NEXT OF STEP 2 OF 6 6. AT STEP 3 OF 6, CLICK- BROWSE (BROWSE FOR SOURCE FILE) 7. LOCATE FILE THEN OPEN 8. CLICK- OK 9. GO TO: INSERT MERGE FIELD 10. SELECT FIELDNAME THEN INSERT 11. AFTER INSERTING ALL MERGE FIELDS/ FIELD NAMES, GO TO PREVIEW RESULTS

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