Creating a Mail Merge v1.0 050813

CREATING A MAIL MERGE(in MS Word 2010)

Dave Shannon - 05/08/13

CONTENTS

Why create a Mail Merge? Required Elements

The Creation process

Summary

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WHY CREATE A MAIL MERGE?

Send the same letter to many recipients while utilising personal information

Standard form letters - Legislation changes , Policy changes

Personalised/Targeted Marketing materials - geography, sales figures

Advantages of Mail Merging Send a clear and consistent message – reduce risk of

misunderstanding Speed

Easier proof reading; 1 letter instead of many. Thousands of letters can be produced or updated quickly

Our example – a small test run of marketing letters being sent to a group of pre-selected customers

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CREATING A MAIL MERGE – REQUIRED ELEMENTS

Data source - (MS Excel) Where your unique information

comes from Usually names and

addresses of customers

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CREATING A MAIL MERGE – REQUIRED ELEMENTS

Data source - (MS Excel) Where your unique information

comes from Usually names and

addresses of customers

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Standard text - (MSWord) The standardised part of your document which remains the same The message you want to communicate

CREATING A MAIL MERGE – REQUIRED ELEMENTS

Data source - (MS Excel) Where your unique information

comes from Usually names and

addresses of customers

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Merged DocumentsMerged DocumentsMerged DocumentsMerged DocumentsMerged DocumentsStack of letters to be printed and sent

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MAIL MERGE - SUMMARY

Simple as A, B, C

A) Have your data source ready in Excel

B) Have your standard content ready in Word

C) Open your standard text document, Select:

Mailings > Start Mail Merge > Step by Step Mail Merge Wizard

And follow the onscreen instructions.

*Electronic versions of this presentation are available on request

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THANK YOU FOR YOUR TIME

QUESTIONS?

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