Module 13 1. Mail merge


1.1 Procedure A mail merge consists of the following steps. 1. Prepare and set up the main document. Tis is the document that contains the fixed text (Letter) Later in the process you can add the names of the fields that will be replaced with data from the data file.


2. Connect the document to a data source containing the information to be merges into the main document. Te data fields in the main document will be replaced by data from the main file. If you do not already have a data file, word will allow you to create a data file during the mail merge process.


3. Refine the list of recipients to be merged. By default, word will generate a copy of the main document for each record in the data file. You can either filter the records to include only a subset of the records in your data file for a specific mail merge operation.


4. Add placeholders/merge fields to the main document where you want the customised information displayed. When the mail merge is run, the placeholders will be replaced by data from your specified data source.


5. Preview and complete the merge. Word allows you to preview each mail merge item before you complete the merge. You can click the Next Record and Previous Record buttons to scroll through the individual items. 6. Finish the process.


Example 1 Mail merge – Short and sweet a) An MSWord in table format prepare the list of recipients in the following manner. Te fields must be in the 1st


row, the information in 2nd, NAME AWARD VENUE


Jade Joubert


Piet Pienaar


Laura Cook


Best PA One and Only


Best IT Technician


TOWN Cape Town Blue Peter Milnerton


Best Chef Durbanville Wine Estate


Durbanville 3rd , 4th DATE1 6 February 8 February as in this example.


TIME DATE2 19:00


19:30 10 February 19:15 1 February 3 February 5 February


Save as in MSWord using an appropriate file name e.g. Mail merge awards recipients. b) In MSWord type the main document e.g.


Cape Waterfront FET College <<NAME>>


Congratulations!! You have been awarded <<AWARD>> for this academic year.


Your award will be presented to you at the <<VENUE>> in <<TOWN>> on <<DATE1>> at <<TIME>>.


Kindly R.S.V.P. before <<DATE2>> by email: awards@wffet.gmail.com 226


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