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INTRODUCTION 13.1
The Mail Merge feature has been described here. In Ms-Word Mail Merge option is
an important and every way for office set up. Many times we required sending the
same content of a letter to different individuals. By using Mail Merge you can send
the same letter to a number of persons without typing the content of the letter again
.and again
OBJECTIVES 13.2
:At the end of the lesson you should be able to
understand the concept of Mail Merge•
create a main document•
create a data source•
link the main document with the data source•
merge print a document•
?WHAT IS MAIL MERGE 13.3
In any working environment, there are situations when a similar type of letter or
document is to be sent to many persons who reside at different locations. The letters
may contain the address of each recipient, in addition to the standard information
contained in the letter. One way of doing this is to print the letters by changing the
address each time in the document after printing such letter. But this would mean lot
.of effort and time and also results in bad organisation
Such problems are taken care of by the Mail Merge facility. In word processing, Mail
Merge is the process of transferring selected information from one document to
.another document
CONCEPT OF MAIL MERGING AND ITS COMPONENTS 13.4
Mail Merge is the facility which requires the following three information•
General body of the letter called main document•
Header Row, the record structure or the name of the fields, which will•
identify the data
Data for all the individuals, for whom the letters are to be generated also called data
source
Mail Merge option of Word reads this data and physically merges it with Main
.document to generate letters for all the persons or for all records in the data file
Fig. 13.1
a( Main Document(
In Mail Merge, Main Document is the common letter, which contains the common
information for each of the merged document. It also contains the field names, which
.contain the instructions for carrying out the merge
b( Data Source(
Data Source is also called the Data File. It stores information to be brought into the
Main document. The data file table contains a column for each category of
information, or data field, in the data file. The Header Row is the first row of the
table. It contains field names, which indicate the type of information in each column.
.For example list of names and addresses
.Each field name must be unique and must begin with an alphabet/letter
c( Form Letter(
Form letter is the resultant document of the mail merge operations, which contains the
copy of the main document along with each piece of information stored in the data
.file
Top
IN-TEXT QUESTIONS 13.1
?What do you mean by Mail Merge.1
?What are the three information required for Mail Merge.2
.Define Form Letter.3
Top
MAIL MERGE OPTION OF WORD 13.5
Thus by now it is clear that for Mail Merge document, you need to
Create the main document•
Create data source•
Merge the data with document•
All these operations can be performed by Mail Merge option of WORD. In order to
invoke the Mail Merge option, choose the Mail Merge option of the Tools menu. The
.following Mail Merge Helper box will appear as shown in Fig. 13.2
Fig. 13.2 Mail Merge Helper
Mail Merge helper guides you through the steps of mail merging a document. There
.are three main options available in the box
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IN-TEXT QUESTIONS 13.2
.State whether the following statement is True or False.1
For mail merge document, you need to create the main.a
.document
To create Data Source choose the get data button from the.b
.mail merge helper box
For adding new field, type the name of the field in record.c
.name box
After creating the main document and data source, the third.d
.step is to merge main document with the data source
You can directly print the form letters without previewing.e
.them
Merge and query are two options available in merge dialog.f
.box
You use mail merge when you want to create a set of documents that are essentially the same but
where each document contains unique elements. For example, in a letter that announces a new
product, your company logo and the text about the product will appear in each letter, and the address
A set of labels or envelopes The return address is the same on all the labels or.1
A set of form letters, e-mail messages, or faxes The basic content is the same in all.2
the letters, messages, or faxes, but each contains information that is specific to the
.individual recipient, such as name, address, or some other piece of personal data
A set of numbered coupons The coupons are identical except that each contains a.3
.unique number
Creating each letter, message, fax, label, envelope, or coupon individually would take hours. That's
where mail merge comes in. Using mail merge, all you have to do is create one document that contains
the information that is the same in each version. Then you just add some placeholders for the
.information that is unique to each version. Word takes care of the rest