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Mail merge in word3/27/2023 ![]() This is called Letters1 (each time you do this the number may change). When the document has been merged, a new document is created. This is it! You have created your merge document have previewed it and now are ready to finish it off. Address block and Greeting Line Merge Fields Preview ResultsĬlick on Preview Results in the Mailings Ribbon and Word will show you how the finished Merge will look.ĭOWNLOAD: Using Mail Merge in Word 2016 to Personalise Your Mailings Finish and Merge To see the information they relate to you will need to preview the results. The fields will look a bit odd when you first see them. Place the cursor where the Merge Field should go and then choose it from the list. This gives me complete control over how things look. My personal favourite is to insert the individual Merge Fields in the location that I want them in the document. You can choose whether it says Dear or To and then choose the greeting line for recipients where you don’t have enough information. You set how you want this to start by picking the relevant options The greeting line is a pre-set line of introductory text to your letter. Click on Address Block and you will see the following dialogue box enabling you to test out how you want things to look. This inserts a whole block in a specified format which you can choose. There are several options for adding them. Merge Fields are the placeholders or codes that tell Word which information to pull in from your list. Now we need to build the structure of the letter and let Word know where to put the fields that will be different for each recipient. Use the tools provided to filter and sort the data and to validate the addresses or find duplicates. Untick anyone you wish to exclude from this mailing. Word allows for this and there is an option to exclude recipients. The list that you have may be very large and it is possible that you do not need to write to everyone on the list. Note the check box that says First row of data contains column headers – this is very important You should have a row of column headers in the spreadsheet that are formatted differently to the rest of the data. Word may direct you to a folder where it stores Data Connections, however you can store your list where ever you wish.Īs this list is in an Excel Workbook, Word will prompt you to select the correct worksheet or range. Navigate to where the list is stored and select it. In this example click Chose Existing List. Use an Existing List – this is what we are doing here as the list already exists in Excel.Ĭhoose from Outlook Contacts – this is where we can pull our data in from information held in Outlook People. Type a new List – this will pop up a form for you to fill in and create a list on the fly – it’s ok for small lists, however in most cases you will already have a large list stored elsewhere. There is a choice of three options for the data. Next step is to Select the Recipients so that Word knows where to go and fetch the data from. Start the Mail Merge and select Letters from the drop-down list. Start Mail Merge – this button is where you set what type of document you are creating for this merge. The mail merge process moves from left to right through the ribbon depending on where you are up to in the process. The first two icons are for creating Envelopes and Labels – will discuss those separately they are for individual envelopes or a sheet of just one label. The starting point for your mailing is the Mailings Ribbon. Now that I have a list, I can get on with creating the document and the merge process. A record is all the information held about each individual person in the list. A field in the merge document is a placeholder for text that changes with each record. ![]() In your Excel list, you need Headings at the top of each column. You may also need to do some cleaning up of the structure of the data. Perhaps you have inherited one, or it may have been exported from a database. The first step is to set up your data list in Excel. Once you have the list and the document you can go ahead and create the Merged Document. Word Document – create a document that can be sent to many different peopleĮmail message – when you need to create a standard email that goes to many recipients and each one needs to be personalised or addressed to each individual, then a mail merge is the way to go. A mail merge is made up of three elements.
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