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Word 2003: The Mail Merge Process

Word 2003: The Mail Merge Process

A mail merge, ultimately, consists of three files.

     
  • The Mail Merge Main Document
      This file contains the text and layout that remains the same
     
  •  
  • The Data Source
      This file contains the text that changes from letter to letter or envelope to envelope
     
  •  
  • The Merged Document
      This file contains a combination of the Mail Merge Main Document and the Data Source
     

Now, let’s look at the steps in creating a successful Mail Merge:

     
  1. Set Up the Mail Merge Main Document
     
  2.  
  3. Set Up and Connect to the Data Source
     
  4.  
  5. Insert Mail Merge Fields from the Data Source Into the Mail Merge Main Document
     
  6.  
  7. Preview & Merge
     

Sample Mail Merge Document

               

Static Text – Remains the same in each document

ABC Corporation
123 Main Street
Anytown, WA 00000

               

Mail Merge Field Placeholders –
        Changes in each document when printed

January 5, 2003

{FirstName} {LastName}
{StreetAddress}
{City}, {State} {Zip}

Dear {FirstName}:

As a valued ABC Corporation Customer, we’ve enclosed a check for ${Amount}. This is our way of thanking you for bringing us your business.

               

Static Text – Remains the same in each document

We hope we can continue to serve you in the years to come.

Sincerely,

Deanna Reynolds, President