Mail merge function use for send Bulk mail or Bulk Latter Envelop Printing using Excel Database or Creating Database. One format use for multiple number of recipient. MS word file attache with excel and list field connect to latter field. Very simple steps for big work .
Lets start with example how its working!……
Excel Database For Mail Merge
Here Excel data is ready as per latter required field for Filling. All field data enter in this file First name, Last name, Address, Designation & CTC. Mail ID use for outlook mailings.
Word File Letter Format
In the following image Word file ready format latter of offer. We will insert information in blank field like Name, Address, Designation, CTC. You can type your Latter format.
Mail Merge Steps –
In the word file Go to tab Mailings then click on drop down menu start mail merge.In the Drop down list Letter, Email messages, Envelopes, Labels, Directory, Word document, Step by step wizard option shown. Using Step by step mail merge you can apply this function. but in this tutorial we are applying by selecting option Letter.
Mailings >> Start mail merge >> Letter >>
After Click on letter then Click n drop down menu select recipient then use existing list. You can type List here by clicking option Type new list. We going to use ready existing list according letter click on Use existing List.
Select Recipient >> Use Existing List.
Then new window will be open for upload excel file. Select excel file & click ok. When new window shows click sheet that contains data table.
Excel file connected to word document.
Click on First blank space where apply to function. Here Name is our first blank space in the letter. click there and go to tab menu click on Insert merge Field. Select Respected Field one by one.First name <<Space >> Last name.
Then click on letter address blank space & insert address field.
Click all required blank spaces and insert all remaining field.
Click Preview Results. Individual Letter will be shown as per list.You can find or jump with Entering Sr No.
Print Document –
To print document Click on Finish & Merge then Print Document. Print All document or Selected document.
Finish & Merge >> Print Document
Edit Field Or Remove Field
For edit or remove field Click option Edit Recipient List. Tick Check box as per your requirement.
Outlook E-mails –
For sending Mails to multiple recipients by outlook Click start mail merge then E-mail Messages.
SelectRecipient then upload list & insert field learnt as above.
Mailings >> Start Mail Merge >> E-Mail Messages >>
Select Recipient >> Use existing List >> Upload excel file >> select Sheet >>
Click option Finish & merge then click Send e-mail messages. New window will be open.
In the Messages option select E mail ID Field. E mail ID Appears as per Excel List. Then Click OK.