Making Mass Mailings EasierMaking Mass Mailings Easier

Using the Mail Merge Feature in Using the Mail Merge Feature in Microsoft WordMicrosoft Word

The InstructorThe Instructor

This lesson is being This lesson is being presented by Brian presented by Brian Rosefield.Rosefield.

What will you learn today?What will you learn today?

You will be able to create your You will be able to create your own mass mailing and own mass mailing and proficiently use the basic proficiently use the basic functions of Mail Merge in functions of Mail Merge in Microsoft Word including:Microsoft Word including:

– Using the Mail Merge Wizard.Using the Mail Merge Wizard.

- - Creating a recipient list.Creating a recipient list.

- - Inserting merge fields.Inserting merge fields.

Get with the program!Get with the program!

Start Microsoft Word Start Microsoft Word by clicking on the by clicking on the Start Menu, pointing Start Menu, pointing to programs and to programs and clicking on clicking on Microsoft Word.Microsoft Word.

- Next, on the menu bar, click Tools, Letters and Mailings, and Mail Merge Wizard

This wizard will appear to walk you through the process or making your mass mailing.

It is almost as powerful as this wizard.

Click Letters at the top and click next at the bottom of this pane.

Step 2Step 2

After you have selected what type of After you have selected what type of document…..document…..

- Click “Use the current document” in step 2 - Click “Use the current document” in step 2 and proceed to step 3.and proceed to step 3.

Step 3 - RecipientsStep 3 - Recipients

- Choose “Type a New List” and then Create

Entering AddressesEntering Addresses

-Fill in information in the fields that you need.

- Click New Entry to enter your next recipient.

- Click Close when finished.

Saving the addressesSaving the addresses

You will now need to save the addresses.You will now need to save the addresses.

Type a filename and click save.Type a filename and click save.

Recipients ListRecipients List

- A list of all the names you typed in will appear. Click Edit if information needs to be changed.

- Click OK and then Next to advance to step 4 in the wizard.

Step 4 – Write Your LetterStep 4 – Write Your Letter

The wizard will now tell you to write your The wizard will now tell you to write your letter….letter….

But let me show you the trick to writing But let me show you the trick to writing this letter in mail merge……this letter in mail merge……

A Few TricksA Few Tricks

- Click the “Insert Merge Fields” button on the Mail Merge toolbar.

This Insert Merge Field screen will open containing the fields that you entered information into on this screen.

Tricks ContinuedTricks Continued

If you typed: “Dear Joe,” ever If you typed: “Dear Joe,” ever letter would contain this letter would contain this greeting.greeting.

Instead type: “Dear Instead type: “Dear

Then choose the First Then choose the First Name from the Insert Merge Name from the Insert Merge Field Name Screen. Click Field Name Screen. Click insert and this will appearinsert and this will appear..

Complete Your LetterComplete Your Letter

Continue to add Continue to add fields as fields as necessary.necessary.

Click next to Click next to advance to step advance to step 5.5.

You can now You can now preview your preview your letters.letters.

Click the arrows to Click the arrows to show different show different recipients.recipients.

Step 6 – Complete the MergeStep 6 – Complete the Merge

If everything looks good, complete the merge by If everything looks good, complete the merge by clicking “Next: complete the merge” in the clicking “Next: complete the merge” in the wizard.wizard.

You will have the opportunity to print the letters You will have the opportunity to print the letters you just designed.you just designed.

SummarySummary

You have now written You have now written one letter for many one letter for many different recipients.different recipients.

You have saved time You have saved time and effort.and effort.

You have created You have created professional looking professional looking letters.letters.

The wizard makes creating these letters very The wizard makes creating these letters very simple. When in doubt, press “Previous” in simple. When in doubt, press “Previous” in the wizard pane, or simply press “Help” on the wizard pane, or simply press “Help” on the menu bar.the menu bar.

You can even type in a question.You can even type in a question.

Save frequently.Save frequently.

Now it’s your turn….Now it’s your turn….

- Try it on your own- Try it on your own

- Make mistakes (and learn from them)- Make mistakes (and learn from them)

- Become familiar with the toolbars- Become familiar with the toolbars

HomeworkHomework

Your homework is to Your homework is to spend 20 minutes today spend 20 minutes today working with the Mail working with the Mail Merge Wizard.Merge Wizard.

I’ll see you in class I’ll see you in class tomorrow when we’ll tomorrow when we’ll talk about inserting and talk about inserting and working with Clipart in working with Clipart in Microsoft Word.Microsoft Word.