7.03 Demonstrate advanced
database concepts, functions and
integration techniques with other
Purpose of Mail Merge
Mail merge is a feature that allows a user
to mass produce letters, envelopes,
mailing labels, memos, and other
documents so that the new documents
The Merge Process
Combines data from two different applications (programs).
MAIN DOCUMENT: also known as the form document,
a document from the word processing program.
It contains two sets of information:
The information that will not change—the generic part of the
The “variable” information, in the form of merge codes.
DATA SOURCE: contains the “variable” data (the
information that changes) from a database, excel, or
text delimited file or program.
The bits of information from the database records are known as
The Merged Document
After applying the merge command in the
The main document (word processor) and the
data source document (database) are
combined to form a third “personalized”
The merged (third) document can be merged to
the screen for viewing/editing or directly to the
Mail Merge Wizard Steps—Step 1
Choose the type of
document the user
will be creating:
Key the main the
*Form Letter is the default selection.
The Data Source—Step 2
Use a saved database
Create a new database
Errors in spelling
and spacing here
can make queries
Mail Merge Wizard Steps—Step 3
Insert merge codes
Mail Merge Wizard Steps—Step 4
Preview the merged
complete the merge.
The Form and The Merged Document
Merge codes Personalized
(placeholders) letter after merge
Mail Merge Integration Review
Open the word processor
Create a mail merge activity
Create the data source (or retrieve an existing database
Merge the two applications
Proofread the merged documents
Key the date at the 2.5 inch top margin.
Key the inside address a quadruple space below the date.
Key the salutation a double space below the inside address.
(Optional). Key the subject line a double space below the
Key the body. Single space within each paragraph and double
space between them.
Double space before the complimentary close.
Quadruple space before the writer’s name and title.
Double space before the typist’s initials and any other notations.