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. Open or create a main document.
2. Open or create a data source with individual recipient information.
3. Add or customize merge fields in the main document.
4. 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
Dear <<title>> <<lastname>>,
<<title>> <<firstname>> <<lastname>>
On behalf of the Gemstone Resort Resort staff, with great gratitude we’d like to thank
you, <<title>> <<firstname>> <<lastname>>, for participating in the company
promotional offer