1. Microsoft Word 2010Mail Mergewww.sandymcvey.comwww.youtube.com/user/smcvey85

2. What is Mail Merge?Mail merge is a method of taking datafrom a database or spreadsheet andinserting it into documents such asletters, mailing labels, and name tags.A mail merge requires two files: One contains the information that willbe the same for each document. The other stores the variable data youwant to insert.www.sandymcvey.com Sandy McVey 3. Mail Merge RibbonStart the MailMerge Wizard.Refine Recipient list by usingthe options in this window.Edit IndividualDocuments to proofand/or save the completedmerge as a newdocument.Use Rules foradditionalcustomization andvalidation.Column headersfrom your datasource will appearas merge fieldchoices.Use Existing List is themost common choice.Preview and scroll throughresults before merging.Train AnimalsTeach People more resources and contact info at www.tinyurl.com/smcvey Sandy McVey 4. Mail Merge Steps1. Set up the main document. The main document containsthe text and graphics that are the same for each version of the mergeddocument, for example, the return address or salutation in a formletter.2. Connect the document to a data source. A datasource is a file that contains the information to be merged into adocument, for example, the names and addresses of the recipients ofa letter.3. Refine the list of recipients or items. If you want togenerate copies for only certain items in your data file, you can choosewhich items (records) to include.4. Add placeholders (mail merge fields) to thedocument. When you perform the mail merge, the mail mergefields are filled with information from your data file.5. Preview and complete the merge. You can preview eachpage of the document before you print the whole set.www.sandymcvey.com Sandy McVey 5. Merge Sampleswww.sandymcvey.com Sandy McVey 6. Retaining Number FormatsPreformatted numbers from Excel worksheetspercentages, currency, phone numbers,dates, or postal codeswill not display properly in your merge unless you complete thefollowing steps:1. Change the default settings in Word:A. Microsoft Office Button Word OptionsB. Advanced GeneralC. Confirm file format conversion on open check box. OK.Note: Word must be closed and reopened for update to take effect. If mergefields are already placed inin pre-merged document, when reopening the file, click No when prompted. From the Mailing ribbon,make a fresh connection to the database through the Select Recipients option.2. During the mail merge process, click Select Recipients Use Existing ListA. Locate the Excel worksheet in the Select Data Source dialog box, and double-click it.B. In the Confirm Data Source dialog box, click MS Excel Worksheets via DDE (*.xls)www.sandymcvey.com Sandy McVeythen click OK. Note: If you don't see MS Excel Worksheets via DDE (*.xls), select the Show all check box. 7. Resources Help within Microsoft Word, keywords: mail merge Mail merge using an Excel spreadsheet Microsoft Tutorials: http://office.microsoft.com/training/ Mail merge I: Use mail merge for mass mailings Mail merge II: Use the Ribbon and perform a complex mail mergewww.sandymcvey.comwww.youtube.com/user/smcvey85