Mail Merging Businesses and organizations often want to send

the same letter to several people (mass mailings).

Ex: credit card applications.

Mail merging combines a word processing document with a data source (database).

Such as a list of names and addresses to produce personalized documents.

Hundreds of individual letters, certificates, labels, and envelopes can be created with just two documents.

Mail MergingDocuments used in a mail merge include:

1. Main document: Contains special mail merge fields that act as placeholders for the recipient’s name and address.

– This is saved as a word processing document.

2. Data Source: Lists the specific recipient information.

– This is saved as a database and not as a word processing document.

Mail Merging Main Document options:

Create a new document

Start from a template

Use an existing document

Data Source options: Word

Excel

Outlook

Text file

Main Document and Data SourceCedar Ridge High School

March 28, 2005 Student Name:___________________________________ The purpose of this letter is to notify you that attendance appeals are scheduled on Tuesday, April 19, 2005; Wednesday, April 20, 2005; and Thursday, April 21, 2005 at 3:30pm -5:30pm in the guidance conference room. Students and parents are eligible to utilize the appeals process if the student has 16 or more absences and can provide the appeals committee with documentation verifying the absences in question. Only absences in the following categories may be appealed:

Personal illness or injury making the student physically unable to attend school (extended illnesses require documentation from appropriate medical professionals)

Isolation ordered by the State Board of Health Death in the immediate family Medical or dental appointments that cannot be scheduled outside of school time Participation under subpoena as a witness in a court proceeding Religious observance with prior approval by the principal Participation in a valid educational opportunity with prior approval by the

principal School-related activities: field trips sponsored by the school, school-initiated

activities, athletic events, and out of school suspension. To schedule a hearing before the appeals committee, call Mrs. Lloyd at 245-4000 Ext. 1129. Thank you, Associate Principal, CRHS

Main Document = Word Processing file

Data Source = Database file

Documents merged

together.

Insert merge fields here

This particular database would

create nine individual letters.

Mail MergingBasic Steps in Creating a Mail Merge in Word:

Step 1 – Select document type: Start a new document or

open an existing document. Go to Tools, Letters and

Mailings, Mail Merge Wizard

Task Pane will appear. Choose a main document

type. Letters, e-mail messages,

envelopes, labels, or directory

Click Next to begin the mail merging process.

Mail MergingStep 2 – Select a starting

document: Set up using:

Current document Already opened in MS

Word Template Existing document

Saved on file Click Next to Select

Recipients and proceed. This is the information

in the database. Click Previous to Select

document type and edit.

Mail MergingStep 3 – Select recipients:

The list can come from: An existing list Outlook contacts A new list

Select Next to write the letter and add data source. Database file

Select previous to edit.

Mail Merging

Step 4 – Write the letter:

A letter can be written at this time if not written or opened previously.

Mail MergingStep 5 – Preview the

letters:The main document and data source merge together.

This step allows the merged letters to be viewed, edited, or excluded.

Scroll through recipients. Shows that there will be more than 1 letter.

Mail Merging Step 6 – Complete the merge: Letters are

ready to be produced and printed.

All or selected individual letters can be printed in this step.

Letters Correspondence sent from one business or

individual to another. Types of Letters:

Personal-Business Letter Includes no letterhead (stationery)

Business Letter Includes letterhead (stationery)

Top margin is usually 2-2 ½ inches. Side margins are typically 1 inch.

Parts of a Letter Return Address

Date

Attention Line

Letter Address (Inside Address)

Salutation

Subject Line

Body

Complimentary Close

Signature Block - writer’s typed name – QS below closing Can also include writer’s title on same line or below.

Reference Initials

Attachment/Enclosure Notation

Types of Business Letters Formats for Business Letters:

Modified Block –Date, closing, and signature block are typed at center point (six tabs over).

Block Style –Date, closing, and signature block are typed at the left margin (no indentions or tabs).

Punctuation Styles: Open Punctuation – No punctuation after salutation or

closing.

Mixed Punctuation – A colon after the salutation and a comma after the complimentary close.

Return Address

Inside Address

Salutation

Closure

Complimentary Close

•All lines begin at the left margin.

•Use a colon after the salutation and a comma after the complimentary close.

•SS within paragraphs

•DS between paragraphs

Personal Business Letter in Block

Style with Mixed Punctuation

Business Letter in Modified Block Style with Open

Punctuation Inside Address

Salutation

Closure

Complimentary Close

•Type the date and closure at centerpoint — 6 tabs over.

• No punctuation is used after the salutation or the complimentary close.

• SS within paragraphs

•DS between paragraphs

Step 1: Select Tools

Step 2: Select Letters and Mailings

Step 3: Select Envelopes and Labels

Step 4: Select the Envelope Tab

Step 5: Type your Delivery and Return Addresses

Step 6: Place your envelope correctly in the printer and print

Envelopes and Mailings

Memorandums (Memo) Correspondence within a business (in-house).

Single space within the paragraphs and double space between paragraphs.

Types of Memorandums: Simplified

Formal Widely used by businesses.

The simplified memorandum: Is quickly and efficiently formatted.

Is often keyed on a plain piece of stationery.

Memorandums (Memo)

Formal Memorandums:

Use special headings preprinted on the stationery.

Headings (Double spaced and typed in all caps): TO:

FROM:

DATE:

SUBJECT:

Formal Memo

Formal memos are used for inner-office communication.

The top margin is usually 2” but may vary depending on the length of the memo.

The side margins are 1”.

A formal memo is usually keyed on company letterhead. The headings are in all caps and the descriptors are vertically aligned. A double space separates the parts of the memo. The paragraphs of the body are single spaced with a double space between them

The format for memos is usually preset as a macro and contains the letterhead and headings when retrieved from the file server on which it is saved.