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Use mail merge to create and print letters and other documents

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Mail merge is a useful tool that will allow you
to easily produce a set of documents,
such as a form letter that is sent to many customers.
Each document has the same kind of information,
yet some of the content is unique.
For example, in letters to your customers,
you can personalize each letter to
address each customer by name.
The information in each letter comes
from entries in a data source for example a spreadsheet.
If you already have an existing address list, good.
If not create the address list.

This is an example of an address list created in a spreadsheet

Open Word.
A blank document opens. Leave it open.
On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.
A drop down menu appears.

Select Step by Step Mail Merge Wizard.
The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge.

Step 1 Choose the type of document you wish to create. In this example, select Letters. Click Next

Step 2 Select Use the current document. Click Next


Step 3 Now you’ll need an address list so that Word can automatically place each address into the document.
The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.

Step 3 continuous From the Mail Merge task pane, select use an existing list and then click Browse.

Step 3 continuous
Locate your file in the dialog box (you may have to navigate to a different folder) and click Open.


Step 3 continuous
If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.

Step 3 continuous
In the Mail Merge Recipients dialog box,
you can check or uncheck each recipient to control which ones are used in the mail merge.
You can also sort and filter the recipients.
When you’re done, click OK to close the dialog box.

From the Mail Merge task pane, click Next:
Write your Letter and to move to Step 4

To Insert Recipient Data:
Place the insertion point in the document where you wish the information to appear.

Select Address block, Greeting line, Electronic postage, or more items from the task pane.
Depending on your selection, a dialog box may appear with various options.
Select the desired options and click OK.

A dialog box open Insert Address Block.
On the right side of the dialog box is a preview list of the recipients list.

Select Ok.
A placeholder appears in your document where the insertion point was placed.
The placeholder will like this «AddressBlock».
Repeat these steps each time you need to enter information from your data record.
From the Mail Merge task pane, click Next: Preview your letters.

Step 5
Preview the letters to make sure the information from the recipient list appears correctly in the letter.
You can use the left and right scroll arrows to view each document.

Click Next to complete the mail merge.

Step 6
Print the letters.
The Merge to Printer dialog box opens.

Click All,
and then click OK.
Click on Print and select your printer.


Click OK.
Print the Letters.

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Author: LPGraphics

LP Graphics cover all aspects of graphics, web designs, multimedia, video production, digital printing, 3D designs and animation.

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