It does not matter if you are at home or at work, if it is a wedding invitation or a business letter, it is very common that you have to send the same letter to different people. In these cases, you would waste a lot of time adapting the salutation and address of each document. However, if you use the mail merge option, Word enters a lot of data automatically and you can focus only on the content of the message..
This is a message that is sent to many different recipients. In this context, the main part of the document is identical in all versions. However, as the recipients vary, there are certain fields that must be adapted . It is mainly about the address field and, where appropriate, the greeting. Customer numbers or other personalized information can also be entered into the text automatically.
Most word processors, like Word, have automated functions for these cases. In order for you to take advantage of this help, it is necessary for the programs to be able to access a database that you must always keep updated. There, the software takes the names and addresses of the recipients and enters them at the correct points in the document..
The application possibilities of the mail merge function in Word are very varied. In the employment sector, for example, companies use the mail merge function to send informational material, invoices or offers. Private users use mail merge primarily to send invitations to large parties.
To apply this function, several steps must be carried out: the first step is to create a data source, then the document must be drafted and finally it will be printed..
The correspondence function not only works for letters, you can also use it for emails, envelopes or labels. To do this, select the correct format under? Start Mail Merge ? in the tab? Correspondence ? .
Word can consult different sources for the information required for combined correspondence. You can import tables from Excel, use your Outlook contacts or enter the information directly into Word.
If you want to use an Excel file , remember to organize the data correctly in a table and add column headings. Word takes the information directly from the file. To import an Excel document, switch to the? Correspondence? Tab, select the? Select recipients? Button. and click "Use an existing list".
You can also import into Word a database that you have created with Microsoft Access software.
If you prefer to use Outlook contacts , select the option? Choose from Outlook contacts? ? in the same tab. Use different folders to sort your contacts in the email program, so now you can select the group of data you want.
If you don't want to create a table in Excel or manage contacts in Outlook, you can also enter the data directly in Word . To do this, select the function? Write a new list ?. Word already offers you many useful columns for entering address information. Click on the corresponding fields and enter the information. Once the first entry is finished, you can start another line using the button "New entry".
It is likely that you do not need to fill in all the columns that Word creates by default or that you want to add a category of your own . By clicking on? Customize columns? ? , Word allows you to add, delete or rename columns. Once all the data has been entered, Word suggests you save the new database. Thus, you can also use the data in other Word documents. You won't have to put in the same effort with all mail merge documents.
Don't worry, even after you finish creating the new database, you can still adapt the information . The button? Edit recipient list ? gives you the necessary functions.
If you import data sources from a file, the file must be stored on your computer. You can also integrate server databases into the Word document. In this case you must use the data connection wizard.
Once you've entered the recipient information, you should write the letter itself. In this task, you will work with normal text, as usual in Word, but also with special text blocks. An essential element in any combined correspondence is the address block . If you click on the corresponding button, a window will open to configure the bookmark. In this window you can determine the structure of the address block. If you are working with an external table, Word tries to determine the correct fields from the column headings. However, if the program is not able to assign your denominations, you can correctly assign the categories using the button ? Map fields ... ? .
By means of a greeting line you can integrate a totally personalized greeting in your combined correspondence letter. That is, instead of using? Ladies and gentlemen ? To address an unknown recipient, Word can query and indicate the specific name you want from the information you provided. Again, you can set the format and decide, for example, if the first name, the last name or both will be displayed.
You can also let Word insert the introduction of the greeting or adapt the format to your preferences. The word processor suggests the general formula? Dear Mr./a? followed by the name of the recipient. If you select the option? (None) ?, you can enter the greeting normally in the text and then insert the matching field combined with the name. It is striking that Word (probably due to English) does not allow to adapt the treatment according to gender. Although with a little more effort and some adaptations, it can be done:
To do this, you must create a greeting line without introduction. Now, right-click on the block and select? Enable or disable field codes ?. Then you can visualize the code that governs the mail merge field. Also, you must use rulers . These functions allow more precise programming of the fields. To get the correct treatment, you must use an If-Then-Fate rule. And your data source must have a field in which gender is referenced.
Within the field code , place the cursor behind? _BEFORE_ ? (including the space after the low bar) and click the If-Then-Fate rule. There, you must select the field name in which the recipient's gender is marked and insert that it is equal to? Female? or? Mrs.? Next, you must enter what text will be inserted in case of a match (for example? Estimated?) And what Word should insert when the data is not identical (for example? Estimated?). Now the greeting line is tailored exactly to the person you are addressing.
Apart from the address and the greeting formula you can insert other text fields . Sometimes even directly in the running text. This way, you can insert, for example, the recipient's name or the customer number in the main part of the letter. To make the fields differentiate better from the content of the document, you can use the function? Highlight merge fields ?. Then the corresponding zones will be marked in color.
Before printing the documents in series, Word offers you a Preview to keep an eye on them. In this view, Word fills the bookmarks with the actual data. Thus, you can review each of the cards and look for possible errors. Once this is done, you can use the function? Finish and combine? to proceed to the printing of the letters. Word has different options:
The procedure outlined above allows you to create custom mail merge letters. But if you are one of those who prefer a slightly more comfortable option , you can make use of the mail merge wizard in Word. This wizard guides the user through the entire process. To start the help function, press the button ? Start mail merge? from the? Correspondence? and select the function? Step by step through Mail Merge Wizard ...?.
On the right edge of the window a sidebar opens that guides you through practically the same steps that we just went through in the text. He commands you to establish a data source, write the letter and finalize the documents. The difference is that there is an explanatory text to describe each step. In addition, the wizard allows you to make sure that you have not forgotten any steps.
By keeping your data source always up to date, you can quickly create merged correspondence documents in Word. Bookmark integration is very easy, both with and without the wizard.