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Advanced Microsoft WordAdvanced Microsoft Word
Session 2:Session 2:
Mail MergeMail Merge
Rich MalloyRich MalloyTech Help TodayTech Help [email protected]@techhelptoday.com
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Question: Question:
How can you get people to How can you get people to read your business read your business correspondencecorrespondence??
Personalize ItPersonalize It
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Question: Question:
How can you create 100 How can you create 100 personalized letters in 10 personalized letters in 10 minutes?minutes?
Mail MergeMail Merge
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Goal for this SessionGoal for this Session
To learn how to perform a Mail To learn how to perform a Mail Merge operationMerge operation
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Mail MergeMail Merge
Main Purpose: Main Purpose: To create individualized To create individualized
letters letters (Form Letters)(Form Letters)
Also can be used for:Also can be used for:– Email messagesEmail messages– Mailing listsMailing lists– DirectoriesDirectories
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Mail Merge Mail Merge ComponentsComponents
Data Data SourceSource
DocumentDocument OutputOutput
Word Word tabletable
Form LetterForm Letter Form Form LettersLetters
Excel Excel tabletable
Mailing list Mailing list templatetemplate
Email Email messagesmessages
Outlook Outlook address address listlist
Directory Directory templatetemplate
Mailing listsMailing lists
DatabaseDatabase DirectoriesDirectories
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Mail Merge Mail Merge ComponentsComponents
Data Data SourceSource
DocumentDocument OutputOutput
Word tableWord table Form Form LetterLetter
Form Form LettersLetters
Excel tableExcel table Mailing Mailing list list templatetemplate
Email Email messagesmessages
Outlook Outlook address listaddress list
Directory Directory templatetemplate
Mailing listsMailing lists
DatabaseDatabase DirectoriesDirectories
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Mail Merge Mail Merge ComponentsComponents
Data Data SourceSource
DocumentDocument OutputOutput
Word tableWord table Form LetterForm Letter Form Form LettersLetters
Excel tableExcel table Mailing list Mailing list templatetemplate
Email Email messagemessagess
Outlook Outlook address listaddress list
Directory Directory templatetemplate
Mailing Mailing listslists
DatabaseDatabase DirectoriDirectorieses
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A Simple Data SourceA Simple Data Source
FirstNaFirstNameme
LastNamLastNamee
StreetStreet CityZipCityZip LastSeenLastSeen
JimJim SmithSmith 1 Main 1 Main St.St.
Ames, Ames, NY NY 1083810838
FebruaryFebruary
SueSue JonesJones 4 4 BroadwaBroadwayy
Bronx, Bronx, NY NY 1046710467
JanuaryJanuary
TomTom NeversNevers 8 First 8 First St.St.
Rye, NY Rye, NY 1067610676
NovembeNovemberrNote: First Row = Column Headers
Called Field Names by database users
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A Simple Main A Simple Main DocumentDocument
Note: Placeholders designated by «marks» indicate where data from Data Source will go
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The Mail Merge The Mail Merge ProcessProcess
Barbara
Charles
Data Source
Document
Output
«Name»«Name»
Alan
Placeholder, or Merge Field
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The Mail Merge The Mail Merge ProcessProcess
Barbara
Charles
Data Source
Document
Output
«Name»«Name»
Alan
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The Mail Merge The Mail Merge ProcessProcess
Barbara
Charles
Alan
Data Source
Document
Output
«Name»
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The Mail Merge The Mail Merge ProcessProcess
Charles
Alan
Data Source
Document
Output
«Name»«Name»
Barbara
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The Mail Merge The Mail Merge ProcessProcess
Charles
Alan
Data Source
Document
Output
«Name»
«Name»Barbara
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«Name»
The Mail Merge The Mail Merge ProcessProcess
AlanBarbara
Data Source
Document
Output
«Name»
Charles
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The Mail Merge The Mail Merge ProcessProcess
AlanBarbara
Charles
Data Source
Document
Output
«Name»
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Question: Question:
What’s the easy way to set What’s the easy way to set up a Mail Merge operation?up a Mail Merge operation?
Use the Mail Merge WizardUse the Mail Merge Wizard
Click Click Tools | Letters & Mailings | Mail Tools | Letters & Mailings | Mail MergeMerge
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ReviewReview
What kinds of documents What kinds of documents can serve as a Mail Merge can serve as a Mail Merge Data SourceData Source??
What kinds of documents What kinds of documents can serve as can serve as Main Main DocumentsDocuments??
