ADVANCE WORD
PROCESSING
MAIL MERGE
EMPOWERMENT TECHNOLOGIES
ADVANCE WORD PROCESSING SKILLS
• Scenario 1: You were tasked to create and send out formal
invitations for a promo company is running. You were also
initially given a list of ten names of loyal customers to send
out to.
1. From the scenario above, describe briefly how you would
most likely complete the task of sending ten invitations with
names of recipients using Microsoft Word.
2. Give examples of documents that you can personalize and
send or distribute
SCENARIO 2
• You are making a report on the positive effects of using solar
energy to the environment. To make your report more
appealing, you thought of putting a picture of a solar panel
into your report. You also considered presenting graphical
data on the trends of worldwide initiatives on the trends of
worldwide initiatives on the use of solar energy.
1. Describe briefly how can insert pictures or image in a Word
document.
2. What other kinds of images or materials can be inserted in
word document?
• In the professional word, sending out
information to convey important
information is vital. Because of ICT, things
are now sent much faster that the
traditional newsletters or post mail. You
can now use the internet to send out
information you need to share what if we
could still do things much faster in an
automated way of creating and sending
uniform letters with different recipients?
Would that not be more convenient?
MAIL MERGE
• the automatic addition of names and
addresses from a database to letters and
envelopes in order to facilitate sending
mail, especially advertising, to many
addresses.
• One of the most important reasons in using
computers is its ability to do recurring tasks
automatically but this ability has to be honed by
learning the characteristics and features of the
software you use with your computer.
• In this particular part of our lesson, we
will learn one of the most powerful and
commonly used features of Microsoft
Word called “ Mail Merge”.
• The simplest solution for the 2 scenarios above is to
create a document and just copy and paste it several
times then just replace the details depending on
whom you send it to.
• Mail merge basically requires two components: the
document that contain the message and the
documents or file that generally contains the list of
names and address
2 COMPONENT OF MAIL MERGE
1. Form document
– Our sample letters in the previous slides is what
we call a form document- the first component of
our mail merged document.
Also included in the form documents is what we
call place holders, also referred to as data fields
or merge fields.
– The place holders are denoted or marked by the
text with double-headed arrows(<<>>)on each
side and with a gray background.
2 COMPONENT OF MAIL MERGE
2. List or Data file
– The second component of our mail merged
document is the list or data file. This is where the
individual information or data that needs to be
plugged in (merge) to the form document is
placed and maintained.
– One of the best things about the mail merge
feature is that it allows data file to be created
from within the Microsoft Word application itself,
or gets data from a file created in Microsoft Excel
or other data formats
• In this way, fields that needed to be filled up on the
form document can easily be maintained without
accidentally altering the form or main document. You
can easily add, remove, modify, or extract your data
more efficiently by using other data management
application like Excel or Access and import them in
Word during the mail merge process
Label Generation
• included in the mail merge feature on Microsoft
Word is the Label Generator. It just makes sense that
you print out your form letters, you will need to send
it to individual recipients in an enveloped with
matching address
Mail Merge and Label Generation
• Following are scenario , take the following steps to
create and merge a simple covering letter to a list of
names that you were tasked to send the letter to.
• Type the letter below. You will be typing in only the
common parts of the letter. The text that does not
change for each copy you print.
• 3. Save your letter and name it” Sample Mail merge
letter
• 4. Insert the fields you need in the letter
– Name
– Company
– Address Line 1
– Address Line 2
– Address Line 3
• 5. Save the main document once more. You can use
Ctrl + S to quickly do this step.
• 6. On the Mailing tab in the Start Mail Merge group,
choose Select Recipients – Type a new list
• 7.Click the customize Columns button on the dialog
box for the New Address List
• 8. Select a field that you do not need then click the
delete button. A confirmation dialog box appears
• 9. Click yes in the confirmation dialog box. The dialog
box closes, and the unnecessary field disappears
• 10. Repeat steps 8 and 9 for each field you do not
need. After removing the excess fields, the next steps
is to add the fields you need.
• 11. To add a field that you need in your document,
click the ADD button
• 12. Type the field name on the prompt inside a small
ADD FIELD dialog box and click the OK button.
• 13. Repeat steps 11 and 12 for each new field in your
main document.
• 14. Click the ok button on the Customize Address List
dialog box to confirm your changes.
• 15. The New Address List dialog box will appear again
ready for you to type in your data
16. Type the individual data from your list
corresponding to Name, Company, Address Line1 ,
Address Line2 , Address Line3 , and Title
17. Press the Tab key each time to enter the next field
18. To add a new record, press the tab key after
inputting the last field
• Repeat steps 16 through 18 until you enter all the
records you want. Once you are done typing your
data, click the OK button on the ADD New List dialog
box to save your data. A special Save Address List
dialog box pops up. Allowing you to save the
recipient list
• 20. Type a name for the address list.name it” Client
List”
• 21. Click Save button. You should be back on your
main document soon after.
• 22. Select a field placeholder (ALL CAPS) in the main
document
• 23. Click the insert Merge Field command button
• 24. Choose the proper field to insert into your text. For
example, if you are replacing the text name in your
document with a name field, choose the name field from
the insert merge field menu. The field is inserted into
your document and replaces the ALL CAPS text
• 25. Continue adding fields until the document is
complete. Repeat steps 22 through 24 as necessary to
stick all fields into your documents.
• 26. Save the main document
• 27. Choose Finish & merge to edit, print, or send
your merged documents through email
• 28. Or you may want to choose preview Results to
check your work before you send
• 29. You should get a merged document close to this one
30. Save and close your documents
