LETTER MAIL MERGE

TUTORIAL

INTRODUCTION

Mail Merges allow companies to send the same letter to a large

number of people without having to manually change the name,

address and other contact details of the recipients.

Mail Merges are beneficial as they are much faster and automatic

compared to manually change the address and name of the recipients

manually.

STEP 1.

Open Microsoft Word click on

the ‘Mailings’ Ribbon and

click on ‘Start Mail Merge’

STEP 2.

A drop down box will appear

where you can select what

document you would like to

use a mail merge for. In this

tutorial I will be using the

Letters document type.

STEP 3.

Next click on the Select

Recipients Button which is

next to the Start Mail

Merge Button. Once

Clicked a drop down list

will appear where you can

select a data source for your

mail merge. If you do not

have a database to use or an

address book you can type

a new list which I will be

using in this guide.

STEP 4.

A Dialog Box will appear where

you can enter details about

customers you want included in

the mail merge. If you want to

add a new record you can click

the New Entry button and if you

wish to delete it you can click the

Delete Entry button.

STEP 5.

Press OK after all

your records have

been entered and

save the data source

with an appropriate

title such as

“Customer Records”

STEP 6.

When writing a letter insert merge

fields for things that are unique to

each person such as First & Last

Name or Address. To do this click

on the Insert Merge Field Button

where a drop down list will appear

where you can select the Fields.

STEP 7.

Eventually you’re letter

should look something

like this Merged Fields

have “<<“ and “>>”

between them. Such as

“<<Last_Name>>”

STEP 8.

Once you’re merge

fields are entered into

Microsoft Word, click

Finish & Merge button

which can be found at

the top of the Mailings

Ribbon. When clicked

you can choose to

either send as e-mails

to each person or print

the documents.

PLENARY

I hope you have found this tutorial helpful.

A more detailed tutorial can be found here :

https://www.youtube.com/watch?v=13ErZxwVecg