Mail merge

What is Mail merge ?

• Mail merge is a process to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings.
• It is to create a form letter which we intended to print or e-mail multiple times sending each copy to different recipient.
• We can insert field, such as name or address etc, which word will replace automatically with information form a database for each copy of the form letter.

How to do Mail merge using MS Excel and Word ?

• First we have to create a database(prepare recipients details).

• In Ms word goto mailings tab and click start mail merge we'll see different types of techniques select as per our requirement.

• In select recipients tab we have to select the recipients data as a new data or an existing data.

• We can also edit the recipients details.

• If we want to use address details like in letters, click on address block we can choose different types of formats and we have to insert that by clicking on ok.

• If we want to write greetings click on greetings line and then ok.

• By clicking on match fields we can select the appropriate recipient field for each address field. If the names are same then it will auto detect other wise we have to choose manually.

• We can insert the recipients fields manually at any place and by clicking on finish and merge to print or mail.

Example : Sending an offer letter by E-mail.

• Prepare recipients details.

• In MS Word mailings tab select e-mail messages.

• To access MS Excel data click on select recipients and choose use an existing list.

• At the time of writing information insert the fields that are different for each recipient(which are there in the excel) by clicking insert merge field and choose the option. 

• After writing the information (whole mail format) we can see preview by clicking on preview results. 

• Select send email messages by clicking on finish and merge. In the To tab select email and write subject line if you want and click ok.