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[h=2]Using Mail Merge
[h=3]Using Mail Merge
[h=5]To Use Mail Merge:
- Select Tools on the main menu.
- Select Letters and Mailings Mail Merge.
The Mail Merge task pane appears and will guide you through the six
main steps to complete a mail merge. You will have many decisions to
make during the process. The following is an example of how to create a form letter and merge the letter with a data list.
[h=5]Steps 1-3
- Choose the type of document you wish to create. In this example, select Letters.
- Click Next:Starting document to move to Step 2.
- Select Use the current document.
- Click Next:Select recipients to move to Step 3.
- Select the Type a new list button.
- Click Create to create a data source. The New Address List dialog box appears.
[h=2]Using Mail Merge
To Edit the New Address List:
- Click Customize in the dialog box. The Customize Address List dialog box appears.
- Select a field and click Delete.
- Click Yes to confirm that you wish to delete the field.
- Continue to delete any unnecessary fields.
- Click Rename. The Rename Field dialog box appears.
- Enter the new name you would like to give the field in the To: field.
- Continue to rename any fields necessary.
- Click OK to close the Customize Address List dialog box.
- Enter the necessary data in the New Address List dialog box.
- Click New Entry to enter another record.
- Click Close when you have entered all your data records.
- Enter the file name you wish to save the data list as.
- Choose the location you wish to save the file.
- Click Save. The Mail Merge Recipients dialog box appears and displays all the data records in the list.
- Confirm the data list is correct and click OK.
- Click Next:Write your letter to move to Step 4.
[h=2]Using Mail Merge
[h=5]Steps 4-6
Write a letter in the current Word document. Stop writing when you reach a
place in the letter where you wish to enter a field from your data record.
[h=2]Using Mail Merge
To Insert Data from the Data List:
- Click the Insert Merge Fields button. The Insert Merge fields dialog box appears.
- Select the field you would like to insert in the document.
- Click Insert. Notice that a placeholder appears where information from the data record will eventually appear.
- Repeat these steps each time you need to enter information from your data record.
- Click Next: Preview your letters in the task pane once you have completed your letter.
- Preview the letters to make sure the information from the data record appears correctly in the letter.
- Click Next: Complete the merge.
- Click Print to print the letters.
- Click OK in the Merge to Printer dialog box.
- Click OK to send the letters to the printer.
The Mail Merge wizard allows you to complete the mail merge process in a
variety of ways. The
best way to learn how to use the different functions in
Mail Merge is to try to develop several of the different documents -- letters, labels, envelopes -- using
the different types of data sources.
