MailMerge

What is MailMerge?
It is the process of combining two files - one is the DATA file, and the other is the TEMPLATE file.
The result is 1 copy of each template file for each record in your data file.
Real Life:
You have a stack of index cards with names and addresses. This is the DATA.
You have a stack of envelopes that you want to address. This is the TEMPLATE.
You sit at the desk, read each index card, and write that information on an envelope.
You are the computer program! You repeat this process until you have created one envelope for each card. 		MailMerge:
You use Excel as the DATA.
You use a document that you created in Word as the template.
You use Word as the computer program.
Preparing Your Data

In Excel, be sure of the following:
  • Headings on EVERY column that you want to merge into Word
  • Heading names should have NO SPACES in them
  • Do NOT skip rows between your lines of data
Preparing Your Template

In Word, do the following:
  • Create your document, remembering that you will be entering data from Excel.
  • Click View / Toolbars / MailMerge.
  • MailMerge toolbar is displayed just above the text area.
    Most of these commands are not to be used now, you will need the toobar again.
  • Click Tools / Letters and Mailings / MailMerge Wizard.
  • The MailMerge Task Pane is displayed on the right side of the screen.
Selecting the Data to Merge

The next five steps are repeated until you have specified the location for all of the data.
  1. Click where you want to include the field.
  2. Click Insert Merge Fields. The dialog box is displayed.
  3. Select the field that you want to insert.
  4. Click Insert.
  5. Click Close.
Merging the Data

Now it is time to merge the data from the Excel workbook into your Word document.
You will merge to a New Document.
Then, you can check that document and make any changes that you wish.
Then print the new document.
  1. On the MailMerge Toolbar, click Merge to New Document.
    This is the tool that has a curved arrow going from papers to a single sheet of paper.
  2. The Merge to New Document dialog box is displayed.
  3. Click All and OK.
  4. Word will generate one document for each record in your input file.
    So, if you have 5 records, you will have 5 copies of your template file.
  5. The name of the new document will be "Letter(n)" where n is any number starting with 1.
  6. Note that you now have 2 documents:
    The template document, where you specified what fields should be merged
    The output final document, which you will print and distribute.
  7. The output document does not need to be saved.
    It can be regenerated any time simply by running another MailMerge.
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