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Part Four:

MAIL MERGING

Microsoft Word

WORD PROCESSOR

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Objectives

To understand the technique of Mail

merging.

To aly mail merging technique

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Wat is Mai! Mer"e#

Mai! $er"eis a "ord rocessor

function describing the roduction of

multile documents from a singletemlate form and a structured datasource.

This technique can be used in anyorganisation that deals "ith many

customers.

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Wat is Mai! Mer"e# Co%t&

'o( did Mai! Mer"e co$e about#

This technique of merging data to create

$ai!sots$ersonalised addressed

ad%ertising& ga%e rise to the term mail

merge.

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Wat is Mai! Mer"e# Co%t&

Mai! $er"i%"is a rocess used "hen you "ant tocreate a set of documents that are essentially thesame but "here each document contains uniqueelements $ersonalised address&.

This hels to create ersonali(ed letters and re)

addressed en%eloes or mailing labels for massmailings from a "ord rocessing document "hich

contains fi*ed te*t+ "hich "ill be the same in each

outut document+ and %ariables+ "hich act aslaceholders that are relaced by te*t from the data

source.

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Wat is Mai! Mer"e# Co%t&

The data source is tyically a sreadsheet or adatabase "hich has a column$s& $field$s& matchingeach %ariable in the temlate.

-hen the mail merge is run+ the "ord rocessingsystem creates an outut document for each ro"$record& in the database+ using the fi*ed te*t e*actlyas it aears in the temlate+ but substituting thedata %ariables in the temlate "ith the %alues fromthe matching columns.

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Wat is Mai! Mer"e# Co%t&

/or e*amle+ in a letter thatannounces a ne" roduct+ your

comany logo and the te*t about theroduct "ill aear in each letter$fi*ed te*t&+ and the address and

greeting line "ill be different in eachletter $data %ariables&.

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Start a Mai! Mer"e

Getting tartedTo launch Microsoft -ord +

double)clic on the Microsoft 3ffice -ordicon on your desto+ or go to theStartmenu and choose A!! Pro"ra$s )Microsoft Office ) Microsoft Office

Word .A ne" untitled document is created.

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Mai! Mer"e co%t& tart a mail merge+ follo" these stes+ as aroriate

for the %ersion of -ord that you are running. Microsoft -ord 2552

3n the *oo!smenu+ clic Letters a%d Mai!i%"s+ and then clic

Mai! Mer"e Wi+ard. Microsoft 3ffice -ord 255!

3n the *oo!smenu+ clic Letters a%d Mai!i%"s+ and then clicMai! Mer"e.

Microsoft 3ffice -ord 255

3n the Mai!i%"stab+ clic Start Mai! Mer"e+ and then clicSte, b- Ste, Mai! Mer"e Wi+ard.

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Mai! Mer"e co%t&

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Mai! Mer"e co%t&

A tas ane that aears

-ith a list of documents

dislaying Ste, / of 0

elect document tye clic Letters(our class

example we shall use letter

but for exercise use otherdocument types)

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Mai! Mer"e co%t&

te 17 elect document tye and main document(in our case we shall select letter) 8etters

9)mail messages 9n%eloes

8abels

:irectory ;lic Ne1t: Starti%" docu$e%t.

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Mai! Mer"e co%t&

te 27 elect starting document

This ste gi%es you an otion of selecting ho" you

"ant to start your document.

6se current document. 6se temlate

6se e*isting document.

elect (Use current document)

;lic Ne1t: Se!ect reci,ie%t.

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Mai! Mer"e co%t&

te !7 elect reciient

This ste gi%es you an otion

to select the reciient list

your document. 6se e*isting list

elect from 3utloo ;ontacts

Tye a ne" list

elect (Type a new list) ;lic7 Create2

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Mai! Mer"e co%t&

A ne" address "indo" "ill aear "ith defaultsettings

;lic ;ustomise