Following are steps involved in creating a Mail Merge document.
# Create a new data source and enter information
# Create the main document
# Insert fields into the main document.
# Merge data source and main document.
Creating a new data source
This file is created basically to store the information like addresses which is to be used to merge with the main document.
1. Open a New word document
2. Create a Table with following information.
Save the file as address.doc and close.
Creating the Main Document
1. From the Tools menu > Letters and Mailing > Mail Merge.
2. In the Main Document area of Mail Merge Helper window click the Create button. Clicking on the down arrow opens the pull down menu.
Select Letters. and under Step 1 of 6, Click on Next : Starting document as shown in the above window (step 1).
You will get 3 options to select from the following window.
# Use the Current Document
# Start from a template.
# Start from Existing Document
Select the first option : Use the current document.
1. Type the letter leaving sufficient space to place addresses later.
2. Now click on Write Your letter link (step 3) Then you will get following window.
3. Now Select an Existing Data Source i.e. the file address.doc and Click on Open Button. Then you will get following window.
4. Click Ok. Then you will see the following screen.
5. To add recipient information to your letter Click on More items and insert the fields wherever required. After inserting fields your document may look like this :
6. Now see Step 4 of 6 and click on Next : Preview your letters.
7. You can preview all the letters by clicking on Recipient 1..2.. so on.
After Preview come to Step 5 of 6 and click on Next : Complete merge
8. After completing the merge you may print letters or edit them using the following options :
There are several options while printing letters. You may print all letters or selectively. It is advisable to check the formatting and other details of merged documents before sending them to printer.
