1 Advanced Microsoft Word Session 2: Mail Merge Rich Malloy Tech Help Today [email protected].

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Advanced Microsoft WordAdvanced Microsoft Word

Session 2:Session 2:

Mail MergeMail Merge

Rich MalloyRich MalloyTech Help TodayTech Help [email protected]@techhelptoday.com

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Question: Question:

How can you get people to How can you get people to read your business read your business correspondencecorrespondence??

Personalize ItPersonalize It

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Question: Question:

How can you create 100 How can you create 100 personalized letters in 10 personalized letters in 10 minutes?minutes?

Mail MergeMail Merge

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Goal for this SessionGoal for this Session

To learn how to perform a Mail To learn how to perform a Mail Merge operationMerge operation

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Mail MergeMail Merge

Main Purpose: Main Purpose: To create individualized To create individualized

letters letters (Form Letters)(Form Letters)

Also can be used for:Also can be used for:– Email messagesEmail messages– Mailing listsMailing lists– DirectoriesDirectories

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Mail Merge Mail Merge ComponentsComponents

Data Data SourceSource

DocumentDocument OutputOutput

Word Word tabletable

Form LetterForm Letter Form Form LettersLetters

Excel Excel tabletable

Mailing list Mailing list templatetemplate

Email Email messagesmessages

Outlook Outlook address address listlist

Directory Directory templatetemplate

Mailing listsMailing lists

DatabaseDatabase DirectoriesDirectories

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Mail Merge Mail Merge ComponentsComponents

Data Data SourceSource

DocumentDocument OutputOutput

Word tableWord table Form Form LetterLetter

Form Form LettersLetters

Excel tableExcel table Mailing Mailing list list templatetemplate

Email Email messagesmessages

Outlook Outlook address listaddress list

Directory Directory templatetemplate

Mailing listsMailing lists

DatabaseDatabase DirectoriesDirectories

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Mail Merge Mail Merge ComponentsComponents

Data Data SourceSource

DocumentDocument OutputOutput

Word tableWord table Form LetterForm Letter Form Form LettersLetters

Excel tableExcel table Mailing list Mailing list templatetemplate

Email Email messagemessagess

Outlook Outlook address listaddress list

Directory Directory templatetemplate

Mailing Mailing listslists

DatabaseDatabase DirectoriDirectorieses

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A Simple Data SourceA Simple Data Source

FirstNaFirstNameme

LastNamLastNamee

StreetStreet CityZipCityZip LastSeenLastSeen

JimJim SmithSmith 1 Main 1 Main St.St.

Ames, Ames, NY NY 1083810838

FebruaryFebruary

SueSue JonesJones 4 4 BroadwaBroadwayy

Bronx, Bronx, NY NY 1046710467

JanuaryJanuary

TomTom NeversNevers 8 First 8 First St.St.

Rye, NY Rye, NY 1067610676

NovembeNovemberrNote: First Row = Column Headers

Called Field Names by database users

1010

A Simple Main A Simple Main DocumentDocument

Note: Placeholders designated by «marks» indicate where data from Data Source will go

1111

The Mail Merge The Mail Merge ProcessProcess

Barbara

Charles

Data Source

Document

Output

«Name»«Name»

Alan

Placeholder, or Merge Field

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The Mail Merge The Mail Merge ProcessProcess

Barbara

Charles

Data Source

Document

Output

«Name»«Name»

Alan

1313

The Mail Merge The Mail Merge ProcessProcess

Barbara

Charles

Alan

Data Source

Document

Output

«Name»

1414

The Mail Merge The Mail Merge ProcessProcess

Charles

Alan

Data Source

Document

Output

«Name»«Name»

Barbara

1515

The Mail Merge The Mail Merge ProcessProcess

Charles

Alan

Data Source

Document

Output

«Name»

«Name»Barbara

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«Name»

The Mail Merge The Mail Merge ProcessProcess

AlanBarbara

Data Source

Document

Output

«Name»

Charles

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The Mail Merge The Mail Merge ProcessProcess

AlanBarbara

Charles

Data Source

Document

Output

«Name»

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Question: Question:

What’s the easy way to set What’s the easy way to set up a Mail Merge operation?up a Mail Merge operation?

Use the Mail Merge WizardUse the Mail Merge Wizard

Click Click Tools | Letters & Mailings | Mail Tools | Letters & Mailings | Mail MergeMerge

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ReviewReview

What kinds of documents What kinds of documents can serve as a Mail Merge can serve as a Mail Merge Data SourceData Source??

What kinds of documents What kinds of documents can serve as can serve as Main Main DocumentsDocuments??