How to...
Mail Merge Using Microsoft Word
Create one letter and then send it to many people with personal details inserted to make it seem like a personal letter. bit like the old Readers Digest mailshots.
THE DATABASE
The database file contains all the details to be used when mail-merging
This can be created in Access, Excel or even Word itself
In fact a database file is not required to start with as Word can create one
Most database files have the field name listed on the first line
Such as TITLE, FIRSTNAME, SURNAME, TOWN, COUNTY, POSTCODE
Followed by the data itself seperated by commas
Such as MR, DAVID, SMITH, CHELSMFORD, ESSEX, RM1 1NR
STAGE 1
To start the Mail Merge click TOOLS and select MAIL MERGE
You will be given 3 options
Only Option 1 - CREATE is available
Click Create and choose the required document type: Letter, Envelope, Label or Catalog
That is Stage 1 complete
STAGE 2
This stage requires the setting up of the Database
Click GET DATA and select CREATE or OPEN DATA SOURCE
If you already have a database then choose OPEN and go find it
If not then choose CREATE to design a new Database
OPENING A DATA SOURCE
When opening a current Database you must first specify the type of database
and then find the file as though you were Opening it normally
CREATING A DATA SOURCE
Creating a new Database will produce a list of Field Names
You can remove any or all the field names and Add your own
When typing field names do not use spaces or special characters
Once you have named all of the fields you must save the Database
This is saved seperately and so can be used in other Mail Merges
CREATING LABELS/ENVELOPES
Before editing the Main Document Labels and Envelopes must be set up
You must specify the dimensions of the individual label/envelope
Choose the closest label to the Avery standard
Design your own Label using the DETAILS button
PLACING FIELDS
When placing field information click INSERT MERGE FIELD and select a field
So if the field TITLE was inserted it will appear as <<TITLE>>
Then Word will replace <<TITLE>> with the actual text from the Database
Place as many of these fields as required
MERGING
When you have inserted all the field codes
Click the MERGE TO PRINTER Button
This will merge all records with the current letter/label/envelope layout
The field codes are replaced with the actual text from the database and printed
You can specify which records to print using the MAIL MERGE button
Or
even filter or sort fields for specific Mail Merges using QUERY OPTIONS
