What is the Use of Mail Merge in MS Word and Excel

What is the Use of Mail Merge in MS Word and Excel 

A mail merge is an incredibly useful way to send personalized mass letters and emails quickly. In this article, we will discuss a step-by-step guide on how to send a letter and email mail merge using an Excel spreadsheet and a Word document. This Article Covers the Class 10 Computer Notes.

 

What are mail merges?

One of the most effective ways of personalizing documents such as emails, newsletters, and other personalized messages is to use mail merges. You can use a mail merge to create custom documents that immediately vary depending on the recipient. You can save time and effort by not having to manually personalize each text. For instance, instead of sending them a generic email or letter, each email may include personalizing greetings as well as their individual names and addresses.

 

Instead of making different emails or letters for each person, use a mail merge to automatically apply each person’s information to the email or letter you send them, saving your hassle of doing it manually.

 

Using the List from Excel with Word, Mail Merge to be performed

At the same time, multiple documents can be created using mail merge from various sources. The papers are ultimately styled, formatted, textually, and graphically in the same way. Separate sections of each text differ depending on the material for personalization. Word can create documents such as letters, packages, unpackaged mailing labels, and emails using mail merge. The mail combined process is made up of three different types of documents:

The key document that aids as the pattern

The database for adapted information

The merged document, which contains both adapted and structured material.

 

Step by Step Word and Excel Mail Merge

Step 1: Personalized data in Excel for mail merge to be prepared

Setting up and preparing the customized data, is the first and most critical step in the mail merge process. For the receiver list, we can use an Excel spreadsheet as the data source.

Here are some tips for getting your personalized data ready for a mail merge process. Please ensure the following:

 

The field names you want to include in your mail merge Word document must match the column names in your Excel spreadsheet. You'll need different data columns for first and last names, for example, if you want to use a person's first name in your text.

The first worksheet of your Excel spreadsheet must contain all of the data to be combined.

 

Data entries with currencies, percentages, and zip codes are correctly formatted in the spreadsheet so that Word can properly read the values.

The Excel spreadsheet file to be used in the mail merge is stored on your local machine or is accessible on a shared network folder.

Changes or additions to your spreadsheet must be completed before processed to your mail merge document in Word.

 

Step 2: From the Ribbon Menu, Start the Word mail merge process

 

In Word, choose File >> New >> Blank document.

 

On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of merge you want to run.

 

Mail merge process

Image of Word’s Mailings tab, displaying the Start Mail Merge command and the list of available options for the sort of merge you choose to run.

• Choose Select Recipients > Use an Existing List. 
• Word’s Mailings tab
• Locate your Excel spreadsheet, and then choose Open.
• When Word prompts you, choose Sheet1$ > OK.
• Edit the mailing list 
• Select who receives your mail.
• Choose Edit Recipient List.

 

Image of the Mailings tab in Word, showing the Edit Recipient List command as highlighted.

 

In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you don’t want to receive your mailing.

Select rows by checking the check box

Click Here for More Steps Mail Merge in MS Word and Excel

 

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