Microsoft Office Word: Mail Merge
If your sending letters of emails to numerous different people, you can set up a mail merge to automatically personalise each letter or email, this can be done multiple office applications but the most common is word.
To complete a mail merge in Office Word 2007 and 2010, click on the mailings tab. Then click start mail merge, and select ‘step by step mail merge wizard’. A wizard will open on the right hand side. First select the type of document you want to apply the mail merge to, you will have different options based on the document you select, click next and then select the document you want to apply the mail merge to. Now you can select your data source, it can be either outlook contacts, a new data source or a file such as excel or access. To use a file click browse and navigate to the directory (folder) where your files saved. (If your using excel as your data source be sure that the first row of every column has a good title like ‘first name’, ‘last name’ this will help Word know to automatically allocate each column to a specific field, (for example Word will automatically allocate the first name column to the field first name).
Word will now ask you to enter all the personalisation fields wherever you want them, to add a specific column simply click ‘more items’. After clicking next you can preview your merge, if everything’s fine go on to the next stage. In the final stage you can publish (print) the mail merge or edit an individual letter.
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