What is mail Merge in MS Word - Computer Literacy And Fundamental Be Digital

What is mail Merge in MS Word

What is mail Merge

If the same letter mailing label needs to be sent to a different person or organization at a different address, then mail merge is the process of forming a complete letter in a very short time by simultaneously addressing the different address. That is, a letter has been sent to different addresses by mail merge. We can do mail merge in Microsoft word easily. 

How to do mail merge

Mail merge is done in three parts. These are

  • Creating main document
  • Creating data source
  • Merging data source to main document

Creating main document

Click on 'start mail merge' button in the 'start mail merge' command group. Then click on 'letter' from the list.

What is mail Merge in MS Word


Now type the letter which you want to send like the following picture. 

What is mail Merge in MS Word
ক্যাপশন যোগ করুন

Creating data source

Now click on 'select Recipients' button and then click on 'Type A New List'.


What is mail Merge in MS Word


Now a 'New Address List' dialogue box will open in the screen. Here you will see Title, First Name, Last Name, Address field names in different columns.

What is mail Merge in MS Word
ক্যাপশন যোগ করুন


To delete unnecessary columns click on 'Customize Columns' button. a 'Customize Address List' dialogue box will open. 

What is mail Merge in MS Word


To delete the unnecessary fields select on that fields and click on delete button. After that click on 'Ok' button.

What is mail Merge in MS Word


Now fill the fields with required data.

What is mail Merge in MS Word


After filling the data of the first recipient click on 'New' button and enter the data of the second recipient.  

What is mail Merge in MS Word


After entering whole data click on 'Ok'.

Now 'Save Address List' dialogue box will open. Here the records will be saved as a file. So save the file giving file name. This file extension is .mdb.


Merge data source with main document 

Now place the under the 'To' in the main document.

What is mail Merge in MS Word


Now click on insert mail merge and choose the fields one by one.

What is mail Merge in MS Word


Now click on preview results button and see them by clicking the arrows of 'Next Records'.

What is mail Merge in MS Word


After that click on 'Finish and Merge' button of 'Finish' command group and click 'Print Documents' from the list.



Now 'Merge to Printer' dialogue box will open. Click on 'Ok' to print the document.

What is mail Merge in MS Word

Conclusion 

This is the way to do mail merge in MS Word. If you have any doubt guys comment in the comment box. You will get a reply in 2 days. If there is any mistake in the article please comment. 

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