Mail Merge is a mass-mailing facility using e-mail method or otherwise that take name, addresses and pertinent facts about recipient and merges the information into the form of letter. ail Merge Printing use two files : A data file that contains a listing of data items arranged in some specific order and a master file that contains the standard text as well as the data variable which are replaced with specific data item form the data file during the merge operation performed by word 2007.
--------------------------------------------------------------------------------------
Starting Mail Merge step-by-step
- First create a blank document.
- Click the Mailing tab in the Start Mail Merge group and click, down pointing arrow. A list appears as showing offering five choice - Letter,E-mail Messages, Envelope, Labels and Directory, step-by-step mail merge Wizard.
- Click down pointing arrow and select step-by-step Mail Merge Wizard.(On the right hand side the Mail Merge task )
- Under the Select document type , click Letters radio button.
- Click Next:Starting document.
- There are three option under select starting document, click use the current document radio button, which specifies how do you want to set up your letter ?
- Click: Next: Select recipients.
- Under Select recipients click Type a new list radio button.
- Click create.....Under Type a new list section
- A New Address List dialog box appears type the information do you want to include for the data source.
- Select the field names order that appears in the customize Address list dialog box.Then click OK.
- The Selected Field names are: Tittle, First Name, Last Name, Address Line 1,City, Zip code.
- Under field names:type
- The Save Address List dialog box .Enter a name and location for your data source file, say,Data.doc and click save button to save the file.
- Select the recipients that will used in your merge process.Click OK.
- Click Next: Type your letter.
- In the mailing tab, Click Insert Merge Field in the Write &Insert Fields group. Click the down pointing arrow and choose the field name that you can insert in your master document appears.
- Click the Tittle from merge field name to insert it into the document.
- Press the spacebar key to insert a blank space between the Tittle and the First Name.
- Click the Insert Merge Field button to insert the next field name and select First Name.
- Press the Spacebar key to insert a blank space between the field First Name and last Name.
- Click the Insert Merge field button and select Last name.
- Press the Enter key to move to the next line.
- Place the cursor blow the <<Title>>.Click the Insert Merge Field button. Select <<Address 1>> and press the enter key.
- Again place the cursor below <<Address>>. Click Insert Merge Field button. Select <<City>> type a hyphen and select <<Pin>> from Merge Field button and press enter key.
- Press Enter key twice to leave a blank line.
- Type Dear and press spacebar key.
- Click the Insert Merge Field button and select <<Title>>.
- Press the spacebar to leave a space between the title and last name.
- Type a comma , and then press the enter key twice to leave a blank line.
- Now type a remaining part of the letter.
- After you have completed the main document and inserted all of the merge field , click Save as on the Office button.
- Give the name of the document , and then click on save button.
- Click Next: Preview your letter.
- In the preview your letters, click arrow button i.e, (<<) to show the first record, and to go second record click (>>) arrow button.
- Click Next: Complete the Merge.
- To personalize individual documents, you actually computer the merge, and then edit the information you want in the resulting merged document.
- Click Edit individual letter..... under merge section . The Merge to new Document dialog box appear.
- In the Merge records area, select the record you want to merge.
- Click All radio button and then click OK.
--------------------------------------------------------------------------------------
In sort form:
- First we open a MS-Word. Then click on Mailing.
- Click on Select Recipient after click it's shown a list.
- Type new list
- Use exiting list
- Select from outlook Contact
- After click on Type New List. Open a new box and now you create a contact list.
- Below show a same list
- new entry
- find
- delete entry
- Customize columns= when we click on Customize columns there appear a Field Name now you select which field shown in your document.and create your own list.
- After you write own letter like TO, and click Enter for next line and go Insert Merge Field and select your field.
- After inserting a field you type your letter main body and you also see your letter before sending Click on" Preview Result"
- Click on "Finish merge" after click on "Edit individual document"and
- Click "All" then OK.
Good
ReplyDelete