Mail Merge Utilisation

• Mail Merge - a software toolkit that is used to produce multiple documents with a given template editing the basic information that is supplied by a structured data set
• Mail Merge - instead of manually and individually in putting information it is automatically generated when using this
• steps in using mail merge

  1. create a data set with a title heading on a spreadsheet application
  2. create the template of the letter or document that will receive the data set in a word processor
  3. insert the label of customized detail in the word processor and insert label that corresponds to the spreadsheet
  4. select the option preview in the word processor to generate all the pages with different information
• Step 1 - create a spreadsheet containing your information and make sure that the labels are written in the first row
• Step 2 - indicate the source of information in your word processor

  1. on the upper part of the word processor click the mailings tab
  2. under the mailing tab click the select recipients option
  3. under the select recipients option click use existing list
• Step 3 - select the spreadsheet file you have created and step one

  1. browse the directory where you have saved the spreadsheet file containing the information you are going to use
  2. select the spreadsheet
  3. click open
• Step 4 - select which sheets in the file contains the information

  1. select the sheet that you are going to use as your reference for the information
  2. click okay after highlighting the sheets
• Step 5 - start writing or creating the template that you are going to use

  1. to include the customized field select the mailing tab
  2. under the mailing tab select the insert merge field option
  3. from the insert merge field option select the column name that you want to insert
• Step 6 - check the result of label placement

  1. after assigning the labels you can check the result by clicking the preview result option under the mailing tab
  2. beside the preview result option a textbook with number is displayed. press the next record and previous record buttons to browse between pages
• Step 7 - implement rules

  1. there are instances wherein a customized text should match a certain label value. the rules option can be useful
  2. on the rules drop down box select the ifl..else... then...option
• Step 8 - set up the rule

  1. in the window that will appear select the column name from the spreadsheet that will be subjected to the rule. then write the rule at the compare to text box
  2. fill out the insert this text box with a text that will appear if the condition is met
  3. fill up the otherwise insert this text box with the text that will appear if the condition is not met
• Step 9 - print finished product

  1. in the mailing tab, click the finish and merge option
  2. under the finish and merge option click edit individual documents
• Step 10 - create a new document

  1. a small window will appear select the button all and click okay
  2. in new document will appear with multiple similar pages where the labels position are customized
  3. the generated documents can be saved or pointed depending on your preference