What is Mail Merge & How To Use It With MS Word.
Mail Merge allows you to produce many letters or documents, which differ in names and addresses but the main text remains the same. For example, suppose you have a firm and on the firm name want to send Dipawali greetings to hundreds of friends, colleagues and relatives. Then it is not necessary to type a separate letter with his name and address to each of one. You can type the text of greetings only once which will be main letter, and by using the mail merge feature you can take as many copies of the main letter as you want. Each letter has a different name and address. Also you can type addresses on envelopes.
You can use the existing main letter document or can create a new one. The procedure is as follows.
1. If you want to use existing main document, letter then open it and make it active windows. (If you want to create a new document/letter, then open file menu and click on 'New').
2. Open tools menu ---> click on Mail Merge, then a Mail Merge Helper dialog box will be displayed.
3. Click on the 'Create' button in the main document area and choose the type of document you want to create. e.g. Form Letters, Mailing Labels, Envelopes or Catalogues. Click on 'Form Letter'.
4. Click on Active Window. (This active window becomes main document).
5. Click on get Data and choose option from drop-down list. These options are : Create data source, open data source, use address book and header options. Click on create data source, then a create data source dialog box will be displayed.
6. Click on Edit Main Document.
7. Enter the text that is common and will appear in 'every form letter'.
8. Click on where to insert a name, address and other information that changes in every letters.
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