Mail merge is one good feature of Microsoft Word which helps you in mass mailing tasks. This is a tutorial which explains how to use mail merge effectively and simplify your work. Mass Mailing refers to mailing more than one person with different options using Mail Merge. This includes to make a set of envelopes or labels where the return address is the same but the destination addresses are unique on each one. Check out how to print address in envelopes using MS-Word.
You can also use it for a set of form letters, faxes or e-mail messages can be created whose basic content is the same but each one of them contains information specific to the individual recipient, such as the name, address, etc.
In Mail Merge, you can combine the set of documents that are the same, but each document contains its own unique elements. A good example of this is, where one document contains a list of addresses whereas, another contains a letter, the third contains your company logo and the three documents are merged onto a unique document that will contain the addresses and the letter such that the letter is individually mailed to each address in the list. Here is the procedure to use it..
Open Mail Merge
To start the Mail Merge process,
In Office 2003, Start MS Word. On the ‘Tools’ menu, point to ‘Letters and Mailings’, and click on ‘Mail Merge’. The ‘Mail Merge Wizard’ will open in the task pane on the right.
In Office 2007, Go to Mailings Tab and click Start Mail Merge.
Select the Document Type
Choose the type of document you wish to create. Options include Letters, Envelopes, Labels and Directory. If you wish to send personalized letters to a group of people, choose ‘Letters’.
Choose ‘Envelopes’ if you wish to print addressed envelopes for group mailing. Choose ‘Labels’ to print address labels for a group of people.
To create a single document containing a catalogue or printed list of addresses, choose ‘Directory’. We shall choose ‘Letters’ and click on ‘Starting Document’ at the bottom of the pane.