Transcript Mail Merge - Beverley Grammar School

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Mail Merge
Creating personalised letters
automatically
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Mail Merge
• Mail Merge: is the process of taking data from
one program and inserting it into work created in
another.
• Example: a business needs to send out a letter to
100 people who owe money. They have a list of
the people and the amount they owe stored in one
program. They create a letter in WORD … then
merge the two together to create 100 unique
letters… which is much quicker than having to
type all 100 letters…
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Mail Merge
• They have an EXCEL spreadsheet with the
name, address and amount owed by each person
like this:
ABC Computer Company
Surname
Smith
Green
Qwerty
Armitage
Wonder
FirstName
James
Harry
Gladys
Ethel
William
Mr / Mrs /
Miss / Ms
Mr
Mr
Mrs
Miss
Mr
Address 1
12 Queensgate
154 Main Street
1a Priory Park
27 Park Street
2 Apple Grove
Town
Beverley
Cottingham
Hull
Hull
Hull
Post
Amount Months
Code
owed
outstanding
HU178NF £125.78
3
HU156TY
£345.56
9
HU78UY £2,367.55
5
HU42ER
£34.22
1
HU23RT
£2.67
10
• You will see that some have money outstanding
for a number of months!
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Mail Merge
• They have to tell EXCEL which cells are going to be used in the
mail merge.
• The cells are selected (shaded) using the mouse… you need the
column headings as well as the data!
• In the NAME BOX a name is entered - mergedata in this
example – you need to press [ENTER] after you enter the name
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Mail Merge
• The company gets the outline of the letter typed
up so it looks like this:
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Mail Merge
• But that letter does NOT have all of the details
on it … we now have to get the data from the
account spreadsheet onto the letter for EVERY
person…
•IN WORD, select TOOLS
then MAIL MERGE to get
this …
•Click on [CREATE] and
then select
FORMLETTERS and
[Active Window]
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Mail Merge
• Now select [GET DATA] and then
OPEN DATA SOURCE
• In this case, the ACCOUNTS data is
held in EXCEL so we need to select
the correct FILE TYPE as shown
below …
• After you have clicked on the file
type, select the file and click on
[OPEN]
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Mail Merge
• You will be asked if you want to use the ENTIRE
SPREADSHEET or the named range of cells (mergedata in this
example)… select the one you want. Click [OK].
• Then click on [EDIT MAIN DOCUMENT] which means you
want to work with the document already started.
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Mail Merge
• In WORD you get the INSERT MERGE FIELDS
as shown below… note the FIELDS available are
the COLUMN HEADINGS from the
spreadsheet…
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Mail Merge
• Position the cursor and click on the field name to insert
in the document…
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Mail Merge
• You will end up with this! You should save it
before going any further…
• The next step is to perform the merge and create
all of the letter…
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Mail Merge
• TOOLS then MAIL
MERGE then select step 3
– [MERGE] and you will
see the window shown on
the right…
• You can just click on
[MERGE] and WORD
creates you a new
document based on your
letter with all of the data
inserted or…
• You can click on [QUERY
OPTIONS] if you want to
select certain records
only… (example to the
This shows the field MONTHS_OUTSTANDING being selected. It
right)
tells WORD to merge the data ONLY when this is greater than 6
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Mail Merge
• And you then get FORM LETTERS1 created – it is a document
with all of the information in place…
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Mail Merge
• You don’t have to merge data just
from EXCEL. You can merge from
ACCESS.
• If you decide to merge from
ACCESS, you can take data from a
TABLE or a QUERY…
• You INSERT MERGE FIELDS in
the same way…
• Try all of this out!