Mail Merge Basics

Use Mail Merge to:

Create mass mailingsForm letters

EnvelopesCan Print directly to the envelope

• Graduation announcements

• Christmas Cards

LabelsFaster and acceptable, but not as

professional as printing directly to the envelope

Two files necessary to create a mail merge:

1. Main document – this contains information that will not change

Letter text Merge fields Merge blocks (address block)

2. Data source file – this contains variable information such as names and addresses

Access Table Excel Spreadsheet

Mail Merge Wizard

• Click on the “Mailing” Tab.

• Start Mail Merge

• Step by Step Mail Merge Wizard

Mail Merge Wizard:

From the “Mailings Tab”, select Start Mail Merge, Step by Step Mail Merge Wizard

Six steps in the Mail Merge wizard:

1. Select the type of main document you want to create and start the document.

Step 2 – Select Recipients

Select recipients – browse for your data source file

Step 3 – Compose Letter

Create the main document write the letter inputting fields where appropriate

Step 3 (Cont.) - Inputting Fields

•Can use the address block to group the fields that are in an address

•Click on More Items to display fields that are available in your data source

•As you write your letter, use fields to personalize the letter

What letter looks like with merged fields

Steps 4 – Preview your letters

Step 5

Complete the MergeIf one or more letters

need to be edited and you do not want to effect the main document you can edit the letters individually before printing.

Step 6

PrintYou can print all

recordsYou can print the

current record onlyYou can print certain

records