Mail merge document

Mail merge is a software function describing the production of multiple (and usually large numbers of)
documents from a single main document and a structured data source.
NB: in mail merge you first create two separate documents
i.
The data source
ii.
The main document
Then follow mail merging procedures to get the final document.
Steps
1. Create a data source like the one shown below in table format and save it.
Student Name

Address
City
course
Mary
Po box 12
Mombasa Health Studies
Steven
Po box 2102 Malindi
Life Sciences
Teresa
Po box 922
Kisumu
EDT
John
Po box 456
Mombasa Computer
2. Create main document in a blank document as show below and save it
To: StudentName
Address
City
Dear studentName
RE: INVITATION TO GRADUATION CEREMONY
Your are requested to attend graduate ceremony that will be on 30 April 2013 for your graduation of
completing your course course. Please be punctual.
Yours sincerely
Academic Administrator
3. Click mailings tab, while in the main document
4. Click start mail merge command and choose letters
5. click select recipients command and choose use existing list
6. From the dialogue box that appears, locate the saved data source in my documents and select it and
click open button.
7. Highlight the unique fieldname in the main document s, (e.g. student name)
8. Click Insert Merge Field (click on bottom half of button). List of fieldnames in data source will
appear. Select the merge field that matches the highlighted field.
9. Repeat (7) and (8) above for all the other unique fields.
The main document now looks as follows:
To: Student Name
Address
City
Dear student Name
RE: INVITATION TO GRADUATION CEREMONY
You are requested to a attend graduates ceremony that will be on 30 April 2013 for your graduation
of completing your course course. Please be punctual.
Yours sincerely
Course Administrator
10. Click Finish and Merge command under finish group and click Edit Individual Documents options.
11. Click ok
NB: all documents will be completed with contents in datasourse document and main document.

INSTRUCTIONS: Create a mail merge document with the following Data source and main
document below.
1. Data source

Name
Antony Okonji
Sisal Makonge
Unnia Amunga
Gregory Muray
Kajuju Kaburia
Makoa Wepukhulu
Maria Liambila
Crucial Jeff

INSTRUCTIONS: Create a mail merge document with the following main document and
Data source below.
1. Data source

Postal Address
4560
1235
5791
1235
14689
4697
4579
23679

City
Nairobi
Kisumu
Kericho
Nandi
Nairobi
Mombasa
Njoro
Olongurone

Title
Chaiman
Vice chairman
Finance Director
Operations Director
Human Resource Director
Plant Director
Research and Development
Public Relations Director

2. MAIN DOCUMENT

NAME
Winnie Muthoni
Caleb Muli
Maurice Were
Matete Richard
Rachael Chetoo

ADDRESS
Private Bag
Box 54643
Box 90020
Box 8900
Private Bag

TOWN
Embu
Kisumu
Kisii
Thika
Nairobi

REPORTING DATE
14th May 2006
16th May 2006
17th May 2006
18th May 2006
24th May 2006

2. MAIN DOCUMENT
BUSINESS COLLEGE
P.O BOX 34556
NAIROBI.
TH
12 JANUARY 2011

Malimingi Investments Ltd.

P.O Box 45793
Nairobi
Email Malimingi@Afyanet.com
23rd September 2009
<<Chaiman>>
Po Box <<4560>>
<<Nairobi>>
Dear <<Antony Okonji >>
RE: Notification of a Meeting
Notice is hereby given that there will be a Board of Directors meeting on the 23rd of
September 2009 as from 10.00 pm in the companys boardroom.
Agenda
9 Confirmation of previous minutes
9 Financial Reports
9 Labour turn over report
9 Strategic planning of the year 2000
9 AOB
Punctuality is emphasized as these are serious issues that will be discussed in the meeting.
Yours sincerely,
Wilkista Onsanda
By Order of the Board.

<<JANE ROCHE>>
<<P.O BOX 7642>>
<<KITALE>>
Dear Sir/Madam,
RE: ADMISSION INTERVIEWS-2011
Following your application for admission into this college. I am happy to inform you that
You have been short-listed for an interview.
Kindly arrange to report to the college for the same on <<16th January 2011>> at 9.00am in
the boardroom.
Remember to carry your original certificates and National ID.
Yours truly,
SHAKIL MANUAR
MANAGER