Mail Merge

Mail Merge

Mail Merge is used to send a invitations, letters or to print certificates to several people. For this process, you can use the data etc saved in address box saved using Mail Merge. User can create address for labels print. In this lesson you can learn,

• How to create and save the Data Source / Address List.
• How to create letters, labels and post cards using the Data Source.
• How to format a document before printing.

Use Mail Merge:

• Type the document first.

For Microsoft Word...

• Step 1. Select Mailing Tab.

• Step 2. Select ‘Start Mail Merge → Letter’

• To create or select Data Source…

• Step 3. Select ‘Select Recipient → Type New List’.

∗N.B.: To retrieve saved data, select ‘Use Existing list’.

• Step 4. By clicking ‘Customize’, change the fields in New address list window.

Those are,

a. Add (for a new field)

b. Delete (to delete a field)

c. Rename (to change field name)

• Step 5. After changing, click Ok.

• Step 6. Type the necessary data. For this, use

a. New Entry (for a new address)

b. Delete Entry (to delete an address)

c. Find (to find an address which is saved)

• Step 7. After changing, click Ok and save.

• To create Address Block, use

a. More

b. Match Field

• Step 8. Click 'Next' or 'Ok' after changes.

• Step 9. Use this tool to add Greeting Line.

• Step 10. After necessary changes click 'Next' or 'Ok'.

• You can use additional fields by using 'Insert Merge Field'. For this, keep the cursor at the necessary place. Then,

• Step 11. Add necessary fields to the document by clicking 'Insert Merge Field'.

• To get letters separately;

• Step 12. Select 'Finish & Merge edit Individual documents'.

• Step 13. Save the prepared documents and print.

For LibreOffice Writer…

• Step 1. Select Tool → Mailing Wizard.

• Step 2. Select ‘Select Starting document → Use the current document → Next’.

• Step 3. Select the document type → Letter → Next

• To create or select the Address List,

• Step 4. Select ‘Insert Address Block → Select Address List → Create’

∗N.B.: To retrieve data which is saved, select ‘Add’.

• Step 5. Change the fields as required for the document by clicking ‘Customize’ in 'New address List' window. For this, use

a. Add (for a new field)

b. Delete (to delete an unnecessary field)

c. Rename (to change the name of the field)

• Step 6. After changes, click Ok.

• Step 7. Type the necessary data. For this,

a. New (for a new address)

b. Delete (to delete an address)

c. Find (to find an address which is saved)

• Step 8. After changes click Ok. Then save it in a proper place with a proper name.

• Step 9. Click Ok again.

• Step 10. Follow step 2, 3, 4 respectively which are in 'Insert address block' window.

a. To decide Address Block. This can be used for

b. More

c. Match Field

• Step 11. After necessary changes click Next.

• Step 12. Use this window to create a salutation. Do necessary changes.

• Step 13. Click Next.

• Step 14. To place your address, use ‘Adjust layout of address block and salutation’ window. Click Next.

• Step 15. Use Preview and edit the document window to select the people who get letters and to get a preview of the document.

• Step 16. Personalize document allows you to find addresses and to make one document.

• Step 17. Connect to Mail Merge Menu by clicking Return to Mail Merge Wizard. Go ahead while clicking Next.

• Step 18. Use ‘Save, Print or send document window’ for various savings and printing.

a. Save starting document – to save the initial letter

b. Save merged document – to save the merged letter

c. Print merged document – to print the merged letter

d. Send merged document as E-mail – to email the merged letter

Shortcut Keys

Shortcut Key Function

Ctrl + N Get a new document

Ctrl + S Name the document and to save

Ctrl + O Open a document

Ctrl + A Select the document

Ctrl + C Copy letters / objects

Ctrl + X Cut letters / objects

Ctrl + V Paste letters / objects

Ctrl + H Replace words

Ctrl + HOME Get the cursor to the opening of the document

Ctrl + END Get the cursor to the end of the document