How to complete a mail merge using the business letter

Instructions

Step one- Complete the business letter

Open up the letter that Adam has given to you

Format it so it look professional

Step two- open the mail merge wizard Click on the mailings tab. Select ‘start

mail merge’ then step by step mail merge wizard- see image below

Step 3- link the letter to the database of parent data At the bottom of the mail merge menu click on the ‘next’ link until you get to step 3

of 6 Now click on the Browse link Follow the path shown below to select your copy of customers database

My Documents/......

Step 3- link the letter to the database of parent data cont... Make sure you select the customer data table then

click ok If you have done this step correctly you should see a

similar screen as the one below. Click on OK

Step 4- insert merged field Now you are ready to insert the data you would like to see

in the final personalised letters. We call this process inserting linked fields.

Firstly place the cursor where you want the parent address to appear.

Click on the ‘insert merged fields’ icon Insert the all relevant fields leaving appropriate spaces After Dear insert a greeting line by selecting the Greeting

Line icon shown below in green

Step 5 – complete the merge To complete the merge you want to be able to

save the individual letter so that they are in a printable format.

To do this click on the next link at the bottom o f the mail merge wizard until you get to step 6 of 6 Click on the ‘edit individual letters’ link On the next menu select the ‘from ‘ option and enter 1 to

25 Click ok. A new word document with the personalised

letter will open. Save this document as – Merged Business letters

Step 6- save and print work for marking Open the new word document

that you have saved as Merged Business letters

You will need to print one copy of a personalised letter from this document

To do this click on- The windows button Print In the print menu choose the

‘pages’ option Enter the number of pages that

one complete letter will take up. For most of you this will be one page so enter the number 1

Step 6- printing work for marking cont...

You will need to print one copy of your letter showing the merged fields ( see example on the right)

To do this you must go back to the original business letter

Make sure the ‘preview results’ button is not selected so that the letter looks like my example

No go to the windows button then Print

Print one copy only

Mail Merge Task-summary To mail merged your business letter with the

parents customer information database:

Step 1- Create the business letter Step 2- open the ‘Mail merge’ menu Step 3- browse and select the database Step 4- Link the database to the letter Step 5- insert merged fields (select from list) Step 6- finish and merge (edit individual

letters)