Click the mouse to continue Mail Merge Creating personalised letters automatically Click the mouse to continue Mail Merge • Mail Merge: is the process of taking data from one program and inserting it into work created in another. • Example: a business needs to send out a letter to 100 people who owe money. They have a list of the people and the amount they owe stored in one program. They create a letter in WORD … then merge the two together to create 100 unique letters… which is much quicker than having to type all 100 letters… Click the mouse to continue Mail Merge • They have an EXCEL spreadsheet with the name, address and amount owed by each person like this: ABC Computer Company Mr / Mrs / Post Amount Months Surname FirstName Miss / Ms Address 1 Town Code owed outstanding Smith James Mr 12 Queensgate Beverley HU178NF £125.78 3 Green Harry Mr 154 Main Street Cottingham HU156TY £345.56 9 Qwerty Gladys Mrs 1a Priory Park Hull HU78UY £2,367.55 5 Armitage Ethel Miss 27 Park Street Hull HU42ER £34.22 1 Wonder William Mr 2 Apple Grove Hull HU23RT £2.67 10 • You will see that some have money outstanding for a number of months! Click the mouse to continue Mail Merge • They have to tell EXCEL which cells are going to be used in the mail merge. • The cells are selected (shaded) using the mouse… you need the column headings as well as the data! • In the NAME BOX a name is entered - mergedata in this example – you need to press [ENTER] after you enter the name Click the mouse to continue Mail Merge • The company gets the outline of the letter typed up so it looks like this: Click the mouse to continue Mail Merge • But that letter does NOT have all of the details on it … we now have to get the data from the account spreadsheet onto the letter for EVERY person… •IN WORD, select TOOLS then MAIL MERGE to get this … •Click on [CREATE] and then select FORMLETTERS and [Active Window] Click the mouse to continue Mail Merge • Now select [GET DATA] and then OPEN DATA SOURCE • In this case, the ACCOUNTS data is held in EXCEL so we need to select the correct FILE TYPE as shown below … • After you have clicked on the file type, select the file and click on [OPEN] Click the mouse to continue Mail Merge • You will be asked if you want to use the ENTIRE SPREADSHEET or the named range of cells (mergedata in this example)… select the one you want. Click [OK]. • Then click on [EDIT MAIN DOCUMENT] which means you want to work with the document already started. Click the mouse to continue Mail Merge • In WORD you get the INSERT MERGE FIELDS as shown below… note the FIELDS available are the COLUMN HEADINGS from the spreadsheet… Click the mouse to continue Mail Merge • Position the cursor and click on the field name to insert in the document… Click the mouse to continue Mail Merge • You will end up with this! You should save it before going any further… • The next step is to perform the merge and create all of the letter… Click the mouse to continue Mail Merge • TOOLS then MAIL MERGE then select step 3 – [MERGE] and you will see the window shown on the right… • You can just click on [MERGE] and WORD creates you a new document based on your letter with all of the data inserted or… • You can click on [QUERY OPTIONS] if you want to select certain records only… (example to the right) This shows the field MONTHS_OUTSTANDING being selected. It tells WORD to merge the data ONLY when this is greater than 6 Click the mouse to continue Mail Merge • And you then get FORM LETTERS1 created – it is a document with all of the information in place… Click the mouse to continue Mail Merge • You don’t have to merge data just from EXCEL. You can merge from ACCESS. • If you decide to merge from ACCESS, you can take data from a TABLE or a QUERY… • You INSERT MERGE FIELDS in the same way… • Try all of this out!