Mail Merge

We probably have all received mail that was created with "mail merge" and sometimes it is pretty easy to spot. Our names and addresses are already in many databases and if a company should want to mail a very similar document to everyone in the database, then mail merge might be the answer. There are even special books for children that take specific data that is collected in advance about the child and then merges that data into a custom made book. This is also a type of "merge" of data into a document.

Mail merge uses two files one is the main document that contains all the text that should remain the same in every copy of the printed document and a data file that contains variable data that is to be merged into the main document. The data file can be made from a Word (TM) document that uses a table, an Excel worksheet, a contact list, an address book, a delimited text file etc. (Note: A delimited file uses a mark to act as a field separator. This mark could be a comma or another mark but should be something that would not be needed as part of the data to be entered into the document.)

If the data file has a "First Name Field", then the first line of your document might say; "Dear . " There are differences between word processors on how they accomplish a mail merge and in the way different types of documents are handled. The results of a mail merge could be sent directly to a printer or could be sent to a file to be checked first and later printed.

You could set up a mail merge for letters, email messages, envelopes, labels directories, and regular word documents. In Word the mailings tab has the tools to set up mail merges. To accomplish different types of mail merges you should use a manual that describes the various steps for the type of mail merge you will want to perform. For now only the basic letter mail merge will be discussed. In general you will be starting a mail merge, writing a document and inserting fields, possibly reviewing the results, and finishing the process.

When you type your main document you want to leave spaces where the data to be merged will later go, but you may want to identify those spaces as you type your main document. For example you may want to type: Dear Mr. Mrs. :

It is possible to merge entire blocks of data in one step, but check more complete manuals for this process. If the data is being pulled from an excel file then the top of the column should have the same heading that you have used in your specific blank spot (Which is now filled with something like . It is probably easier for you to start learning mail merge by working with Excel for the data source and Word as the main document processor.

You only need a few data fields and 4 or 5 sets of data for your first experience with the process and you will only need a short main document. to practice with in the beginning. The use of mail merge is however a very powerful tool for business and learning to use it efficiently can be an important skill to have added to your resume. Business often needs merges to produce mailing labels and form letters, but the number of other creative ways to use mail merge are only limited by your creativity.

For my classes I have typed you a one page story for a child and we are going to set up an excel file to merge data into the story. This process could be used by teachers to make lessons a very personal experience for every student in the class! (Note: You may find the older versions of Word (TM) more cumbersome for doing a mail merge but it is similar.)

The instruction sheet I have generally used for a typical mail merge:

1. Create a database with field headings. In this case we will use Excel.
2. In Cell A1 you type "First", in B1 you type "Last", in C1 you type "Address" in D1 you type "City", in E1 you type "State", in F1 you type "zip.
3. In rows A2 to a4 you enter some names and addresses. These can be fictional.
4. You then save this file as "Practicemailmerge"
Be certain you know where it saves the file.
5. You close Excel
6. You start a Word Document
7. You type the word document but leave a space where you want a specific piece of data to go into the document. In Word 2007 you do not have to specify the field at this time.
8. Once your letter is type go to the first insertion point.
9. You select mailings from the toolbar.
10. You select Mail Merge.
11. You select the Wizard.
12. You select Letters and the Next
13. You select "Use Current document."
14. You select "Select existing list"
15. You select the "Data Source".
16. You click Next to write your letter (even if you already have the letter)
17. The dialog box will let you insert fields. An address block will let you insert everything fo a typical address.
18. Complete the merge, preview your letters and print them if you wish.

It is easy to get confused in this process and it can be slightly different for different versions.