Concept Note 6 - 7
CONTENT: Mail Merge and Label Generation
Applied Productivity Tools with Advanced Application
Techniques
Mail Merge and Label Generation
Mail and Merge and Label Generation
Three Components of the Mail Merge:
Main Document – the letter which contain the email
information for each of the merged document that can be letter, stationary or template. It also contains the field names which
contains the instructions for carrying out the merge.
Data Source – it is also called as “data file” which comprises
the information to the merged into a document such as the list of names and addresses to be used in a mail merge. This must
be connected to the data source before it can be used.
Merge Document – this is also a word processing
document that is the generated output after executing the merge process.
In Mail Merge you need to create the main document, create a data source and mere data with the document.
STEPS:
Creating a form letter:
Open MS word. Click the Mailing
Click the Start Mail Merge
Select Step by Step Mail Merge Wizard and a Mail Merge task pane will
appear at the right side of the document.
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A Mail Merge is word feature that’s allows you to easily create multiple letters, labels,
envelopes, nametags, or catalogue documents to group of people as stored in a list in a database or
spreadsheet.
When making a Mail Merge, you will need a document using MS word and a recipient list
which is typically done using MS Excel workbook. But you can also use various sources including MS Outlook
contact list, MS Access database, or a notepad text document.
4. Choose the type of document you want to create. If you want to create a letter, select Letter.
Six main steps in guiding you to complete a merge will be displayed at the bottom.
5. Click Next: Starting document to move to Step 2.
6. Select Use the current document. Click Next: Select recipients to move to Step 3.
Note: You will need an address list so Word can automatically place each address into the
document. The list can be in an existing file, such as an Excel workbook, or you can type a
new address list from within the Mail Merge Wizard.
7. From the Mail Merge task pane, select Type a new list, then click
Create.
8. The dialog box of New address list appears, displaying fields that Word assumes you need.
Select an entry that you don’t need and click the Delete button. Use the TAB key to move
from cell to cell.
Note:
✔ When you delete, a confirmation dialog box will appear.
✔ To customize the address list, click Customize Columns button at the bottom of the window.
✔ The dialog box of Customized Address List will appear. The resulting window lists the Field Names
provided. When you are done, click OK then customized fields appear as column headings in the
New Address List dialog box.
✔ Fill in the recipient list by typing the record’s data. Type the information that’s appropriate to each
field, then press TAB of the keyboard to enter the next field. After filling in the last field, add another
record just press the TAB key after inputting the last field. When you press the TAB key on the last field
in a record, a new record is automatically created and added on the next
line.
9. Click OK after filling the recipient list. A special Save As dialog box pops up, allowing you to save the recipient list. Type a
name for the address list then click the Save button.
Creating the form letter
1. Click Next: Write your letter. Click the Address Block button to insert an address block into your letter.
2. Dialog box of Insert Address Block appears. Choose the desired format for the address block and click OK. The
placeholder of Address Block will appear in the document.
Note: Use Match Fields button to match your field names with the required fields to correct problems. This
may be essential if you created the address list in another program such as Excel if not, just click OK directly
without clicking match fields.
If you click OK, this will appear in your document.
3. Click Greeting Line from the Mail Merge task pane to insert a greeting line into your document. A dialog box
of Insert Greeting Line will appear. In the dialog box, choose a format for the greeting line and click OK
The place holder of Greeting lines will appear in the document.
After placing these, you may then start writing the content of the letter.
4. To view your merged data, click the Preview Results button on the Mail Merge task pane or
on the ribbon to replace the merge fields with data from your recipient list.
5. Click the Next: Complete merge on the mail merge task pane and choose Edit Individual
Documents. You may also click finish & merge button on the preview results section of the
ribbon.
Note: When you click the Edit Individual Documents, a Merge to New
Document dialog box will appear and choose All if you have more than 1
recipient and click OK. After that, you will then see the full merged letter
without writing to them one by one. When this is done, you can now print
your work.
d. APPLICATION
Quiz No. _1_ (For January 14)
Directions: Explain the following pictures below
Activity No._2_ (For January 17)
Directions: Based on the given problem, create a Mail Merge. Follow the instructions below.
Problem: “Mr. James Reid, the director of admissions at MOGCHS University, has asked you to send
an orientation letter announcement to all incoming freshmen. You decide to use a form letter.”
Instructions:
1. Create a folder called “MOGCHS University Mail Merge.” Save all files created in this
activity into this folder.
2. Start with a blank file and save it with the name “MOGCHS University Letter.” When
you are working always Save your work as often as you can.
3. Before doing anything, select “1.15 Line and Paragraph Spacing.” Font style should be
Arial size 12. Margins should be at 1-inch all sides.
4. Create the data file or the recipients from the table below. Save the data file with the
name MOGCHS Save the file into the folder in Step 1.
5. Use the text below as the body of your letter. Follow the steps you have previously learned.
