Mailing List Template For Excel
Microsoft Word’s Mail Merge Process And Features
One of the great features of Microsoft Word is the ability to merge a data file into a form document. The mail merge is commonly used to create letters, envelopes, directories, mailing labels, and mass e-mail messages, where it is necessary to customize information specific to each recipient. The mail merge can be used to make any type of document which merges data fields into a common document.
The mail merge process consists of three documents: the main document, the data source, and the merged document. The main document is the form document that contains the text and graphics which is the same for each version of the merged document. You can create this on your own or use templates included in Word. The data source contains all the information which is to be merged into the main document. This is usually in the form of a database like a Microsoft Excel file. A list of names and addresses that is going to be used in a mail merge is the most common example of this type of file. The merged document is the final document which is received after the mail merged main document is merged with the data file.
The process of setting up a mail merge document is made easy with Microsoft Office 2007. Simply open a new Word file and create the main document. This document should include all the information that will be common in every final letter, envelope, label, etc that will be created. Next, connect he data source to the main document so that information in it can be used for the mail merge process. You can do this by clicking on the ‘Mailings’ tab, then the ‘Select Recipients’ button. You can then insert fields from the data source by clicking the ‘Insert Merge Field’ button, also under the ‘Mailings’ tab. A merge field is like a placeholder that you insert in the main document. An example is demonstrated as followed. Insert the ‘state’ merge field to have Microsoft Word insert a country name, like ‘Ohio’, which is stored in the state data field. You will then be able to choose which fields from your data source file to insert. It is important to note that the names of the merge fields are taken directly from the headers of each column within your data source. This means that you will benefit from creating obvious headers for your data within your data source. Your last step will then be to click the ‘Finish & Merge’ button to merge and print or send the results.
Microsoft word makes mail merge process simple by providing an optional wizard which guides the user through all the steps. The mail merge toolbar can also be used for more convenience. Point to ‘Toolbars’ on the ‘View’ tab, and then click ‘Mail Merge’ to display the Mail Merge toolbar. The Mail Merge Helper can also be used for more features and convenience. Both the toolbar and the helper have similar features like the older versions. All the other features are similar too and someone who has used the older versions mail merge process is not likely to encounter problems with this one.
About the Author
Wesley Skiles is creator of www.microsoftofficesoftware.com and has used the Microsoft Office programs for fifteen years plus.