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Lesson 24: Using Mail Merge
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Introduction Mail MergeWhen you are performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook.
If you’d like to work along with the lesson, you can download the examples below.
To use Mail Merge:The Mail Merge task pane appears and will guide you through the six main steps to complete a merge. The following is an example of how to create a form letter and merge the letter with a recipient list.
Step 1: Step 2: Step 3:Now you’ll 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.
Step 4:Now you’re ready to write your letter. When it’s printed, each copy of the letter will basically be the same, except the recipient data—like the name and address—will be different on each one. You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. If you’re using Mail Merge with an existing letter, make sure the file is open.
To insert recipient data:For some letters, you’ll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to further personalize it.
Step 5: Step 6: Challenge!
Open an existing Word document. If you want, you can use this example.
Download the recipient list.
Use the Mail Merge Wizard to merge the letter with the recipient list.
Place an Address Block at the top of the page and a Greeting line above the body of the letter.
Print the document.
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Using Mail Merge In Word 2023 For Mac
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Applies To: Word for Office 365 for Mac Word 2023 for Mac
When you have bulk mail to send to people on your mailing list, you can use mail merge to create a batch of personalized letters. Each letter that is produced has identical layout, formatting, text, and graphics. Only specific sections of the letter vary and are personalized.
There are three files involved in creating and printing letters using the mail merge process:
Your main document This document contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. The body of the letter is an example of identical content.
Your mailing list This document contains the data that is used to populate information in the letter. Your mailing list has names, for example, and your main document is the letter that will be addressed to the names in your list.
Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls information from the mailing list and puts it in your main document, resulting in a personalized for each person.
Follow the steps below to create and print personalized letters using mail merge.
Step 1: Prepare the main document
Before you begin the mail merge, prepare your letter. If you’re letting people know about an upcoming event, for example, include the name, date, time, and location of the event. It’s those details that would be important to all recipients of your letter.
In Word, type the body of the letter you want to send to everyone.
Step 2: Set up your mailing list
Tips
If you don’t have a mailing list, you can create one during mail merge. Before you start the mail merge process, collect all of your data records, and add them to your data source.
If you want to use your Outlook contacts, make sure Outlook is your default email program. To do this, open Apple Mail, and on the Mail menu, choose Preferences. On the General tab, next to Default email reader, select Microsoft Outlook
You can also use your Apple contacts, make sure Apple mail is your default mail program.
Use FileMake pro database as your datasource for mail merge.
Step 3. Link your mailing list to your main document
On the Mailings tab, choose Select Recipients, and then choose an option.
If you selected Create a New List, follow these steps:
In the Edit List Fields dialog box, Word automatically creates fields for some basic information, such as first name, last name, and address. If you want to add a new field-for example, a message field-add it now, so you can fill it in when you type the entries. Under New field name, type the name of the field you want to add and then choose the plus sign (+).
Tip: To change the order of the fields, select the field you want to move, and then use the up or down arrows to move the field where you want in the list.
When all of the fields are set up the way you want them, choose Create to create the list.
If you selected Use an Existing List, follow these steps:
Browse to the file you want to use and choose Open.
If you selected Choose from Outlook Contacts or Apple Contacts, follow these steps:
Choose Filter Recipients to select the recipients you want to include.
For Outlook contacts, in the Query Options dialog box, next to List mail merge recipients by, select Complete record. In the list of contacts, select the contacts you want to send bulk mail, and then choose OK.
For Apple contacts, in the Query Options dialog box, under Apple Group Contacts, choose the group you want send bulk mail and then choose OK.
For FileMaker Pro Database, choose the database file in the Choose a FileMaker Pro Database to use as a Data Source dialog box and choose Open
Step 4: Add personalized content to your letter
On the Mailings tab, choose Insert Merge Field and select the field you want to add.
Continue adding fields until you’ve added all the information you want on your letter.
Format the fields in the letter so it looks the way you want the rest of your envelopes to look. For example, include a space between First and Last name fields and press Return to start a new line for the Address field.
Tip: To sort your recipient list or remove recipients, on the Mailings tab, choose Filter Recipients, and then choose Sort Records or Filter Records. When you’re done, choose OK.
Step 5: Preview and print the letters
On the Mailings tab, choose Preview Results to see how your letter look. Use the left and right arrows on the Mailings tab, to scroll through each letter.
To make additional formatting changes, choose Preview Results again, which lets you add or remove merge fields.
Step 6: Save your personalized letter
When you save the mail merge document, it stays connected to your mailing list so that you can use it for your next bulk mailing.
To reuse your mail merge document To change addresses in mail merge document
This article was originally published here.
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(Archives) Microsoft Word 2003: Mail Merge: Using An Excel Database For Mail Merge
Last updated Monday, Aug. 31, 2023, at 10:35 a.m.
This article is based on legacy software.
In addition to the features and functions of Excel that make your database useful, you can also use the database to merge information into Word for large mailings. This means that you will not have to duplicate information you already have in your Excel database to perform a mail merge.
NOTE: These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Mail Merge Wizard: An Overview.
Important: Before You Start
The field names of your Excel database must begin in the upper-left corner of your worksheet, cell A1 (the first row and column).
Navigating to your Excel data document is similar to selecting a Word data document.
Open a blank Word document
From the Tools menu, select Letters and Mailings » Mail Merge… The Mail Merge task pane appears.
Under Select document type, select Letters
Under Select starting document, select Use the current document
Under Select recipients, select Use an existing list
To retrieve an existing recipient list,
The Select Data Source dialog box appears.
From the Look in pull-down list, locate and select the Excel workbook you will use for your list
The Select Table dialog box appears.
If your Excel workbook has multiple worksheets, select the worksheet containing your list of recipients
The Mail Merge Recipients dialog box appears.
Select the recipient(s) you want to include in your mail merge NOTE: To edit the recipient information, refer to Working with the Recipient List.
If you have not already done so, write your letter and insert the variable fields
A preview of your first recipient appears. NOTES: For more information on editing the recipient information, refer to Working with the Recipient List.
The Merge to New Document dialog box appears.
Make the appropriate selection
Make the appropriate changes in the new document that appear
Save the document
Mail Merge In Word 2023
Mail Merge in Word 2023
Mail Merge allows you to create multiple documents based on information contain in two different files. You’ll need the main document (e.g. a letter), and a data source (e.g. list of addresses) from Excel or Outlook Contacts. Then follow the instructions below to produce a merged document with these files using Mail Merge.
In Word, open your main document such as a letter or the content of an e-mail. If creating labels, start with a blank new document.
The Mail Merge Wizard will open as a Task Bar to the right of the document. Select the document (Letters, E-mail messages, Envelopes, Labels or Directory) you would like to create
At Step 2, select the following option if you are
Creating letters or e-mails: Select Use the current document. This step will make sure the opened document will become the main document in the process
Under Tray, select Manual Feed (Place your label paper facing up on the manual feed tray of your printer and open the rear output tray)
Under Label vendors, make sure Avery US Letter is selected.
Then under Product number, find the label that matches the label number on the Avery label box.
At step 3, select one of the two options below
will be added. If the main document are labels, the cursor will be at the first label by default. Just add the Merge Fields there
Select one of the following option depending on what you are creating
If creating letters or labels
for accuracy.
The last step is to either Print or Save the document for later use
If creating e-mail messages
account (e.g. your office account). Word will use this account to send the e-mail messages
At the To prompt, select the Merge Field containing the e-mail addresses.
Cách Trộn Thư Trong Word 2010, Cách Trộn Mail Merge
Hãy tưởng tượng xem bạn cần gửi hàng ngàn thư mời cho các phụ huynh học sinh để đến họp phụ huynh, nếu bạn gõ thủ công từng người, từng người một, bạn sẽ cần bao nhiêu thời gian để làm việc đó? Tôi dám chắc rằng bạn sẽ cần ít nhất là 2 ngày lao động để hoàn thành việc gõ 1000 tên phụ huynh cho 1000 học sinh khác nhau.
Do vậy, sử dụng được công cụ cách trộn thư trong word 2010 sẽ giúp bạn tiết kiệm hàng trăm giờ làm việc thay vì làm thủ công như trước đây. Ngoài ra có thể áp dụng với các văn bản như: gửi bảng lương hàng tháng, thông báo mời họp, thư cảm ơn….
Để làm được điều đó Tại TRUNG TÂM ĐÀO TẠO TIN HỌC VĂN PHÒNG TRÍ TUỆ VIỆT sẽ hướng dẫn chi tiết các bước thực hiện:
Để có thể hoàn thành quy trình trộn thư bạn cần phải có 02 file tài liệu sau:
– Văn bản gốc: Nội dung văn bản đã được soạn thảo sẵn và bỏ trống các thông tin cần điền
Ví dụ: thư mời, thư cảm ơn, giấy báo trúng tuyển, không trúng tuyển, thư mời phỏng vấn, thư báo thầu….bỏ trống tên người nhận, đơn vị nhận, địa chỉ, điện thoại, ngày tháng năm sinh….
– Dữ liệu gốc: Thông tin dữ liệu cho mỗi cá nhân, mỗi đơn vị để điền vào các ô trống trong văn bản đã được soạn sẵn, và dữ liệu gốc này thường được trình bày dưới dạng bảng biểu đơn giản như Table, Sheet của Excel.
Cách trộn thư trong word 2010 tuân theo các bước sau:Bước 1: Ở đây, mình soạn file Văn bản gốc trên Word như sau, từ đó bạn có thể tạo cho mình file văn bản theo ý muốn:
CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM ĐỘC LẬP – TỰ DO – HẠNH PHÚC
Kính gửi Ông/bà:
Phụ huynh em: Học sinh lớp 8/4
Đến tại phòng A1 để tham gia buổi họp phụ huynh tổng kết học kỳ I vào lúc 07h ngày 25 tháng 11 năm 2014.
Rất mong quý Ông/bà đến đúng giờ.
Trân trọng!
Gò vấp, ngày 28 tháng 12 năm 2014
Hiệu trưởng
(Đã ký )
Nguyễn Trọng Hiếu
Bước 2: Và Dữ liệu gốc mình làm trên file Excel và được lưu ở Desktop với tên là “tronthu.xlsx”
Kích vào thẻ Mailings, chọn Start Mail Mergerồi chọn chức năng Step by Step Mail Merge Wizard…
CỘNG HÒA XÃ HỘI CHỦ NGHĨA VIỆT NAM ĐỘC LẬP – TỰ DO – HẠNH PHÚC
Kính gửi Ông/bà:
Phụ huynh em: Học sinh lớp 8/4
Đến tại phòng A1 để tham gia buổi họp phụ huynh tổng kết học kỳ I vào lúc 07h ngày 25 tháng 11 năm 2014.
Rất mong quý Ông/bà đến đúng giờ.
Trân trọng!
Gò vấp, ngày 28 tháng 12 năm 2014
Hiệu trưởng
(Đã ký )
Nguyễn Trọng Hiếu
– Tại Kính gửi Ông/bà: chọn trường Phụ huynh, Chọn Insert
– Tại Phụ huynh em: chọn trường Học sinh, chọn Insert
Với Word 2007, 2013 thì cách làm cũng tương tự.
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Share and EnjoyMail Merge In Word 2023 – Word 2023 Tutorials
What Is A Word Mail Merge?
A mail merge in Word will combine a preprepared letter with a mailing list, so that bulk mail is personalised before it is sent out. For example, you might be part of an organisation that has a list of members and you want to let them know about an upcoming Annual General Meeting. Your mailing list would be the list of members’ names and addresses, and the preprepared letter would be a letter informing them of the AGM. Each letter produced will be identical, apart from the personalised portions.
The three files involved in the mail merge process are:
your main document
your mailing list
the merged document
The Main DocumentNow we will link the letter to your mailing list.
The Mailing List Link The Mailing List To The DocumentNow that you have established the link between your document and mailing list, save the document.
We’re going to assume that you want to send your letter to everyone on your list, but if you want to, you can select only certain entries from the list.
Insert Merge FieldsWe now need to tell Word what personal details to add to the letter and where. To do this, we will insert merge fields in the main document. We’re going to keep things very simple and we’re just going to insert the most basic information. In our example we will insert member names and addresses.
First of all position the cursor where you want the address to appear on your letter. Then, on the Mailings tab, in the Write & Insert Fields group, choose Address Block.
In the window that opens, you get the chance to review and amend the format of the address that will be inserted when the merge is actually run.
The address and greeting are standard items, that most people will want to use in their mail merges, so they get their own special buttons in the ribbon. What if you want to insert data that is not in the Write & Insert Fields group? You will need the Insert Merge Fields button for that.
Run The Mail MergeDon’t forget to save your document.
This tutorial was more of a quickstart than an in depth exploration of mail merge in Word. We will be looking at all the different variations in the step involved in later tutorials, so stay tuned for those.
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