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Mail Merge The Mail Merge feature allows you to mass produce letters, envelopes, mailing labels and other documents so they appear to be personalized. To create a form letter, you merge a main document with a data source document. The main document, sometimes called the form letter, contains the text and other items that remain the same in each version of the form letter, envelopes, or mailing labels. You can use a new or existing document as a main document. The data source document contains the actual names and addresses of those who will receive the letters. There are three steps in the mail merge process:
1. Create a main document containing the text that will not change and the codes where variable information will be inserted. 2. Create a data source document that contains the variable information (the actual names and addresses of those receiving the letter). 3. Merge the main and data source documents to create individual, personalized letters.
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The Main Document The main document contains information that does not change and merge codes as placeholders for variable information. All formatting (margins, spacing, etc.) as well as graphics and paper size information, should be included in the main document. Information that changes is called a variable. Each variable is indicated on the form letter as a code. Each code is named for what will eventually be inserted into that location. These code names are called merge field names. In a typical letter, the variable information would include the person’s title (Ms., Mr., Dr.), first name, last name, address, city, state, zip, and the name in the salutation. Word provides a list of the most commonly used merge field names for you to insert as codes in your form letter. To create a Main Document: Click Tools, Click Mail Merge. The Mail Merge Helper dialog box appears |
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