1.
MAIL MERGE
DEFINE THE FOLLOWING
a. Mail merge: The feature of MS-Word with which a document can be emailed to multiple
people with customized information about them is called Mail Merge.
b. Data Source: A data source is a file that contains the information to be merged into the
document.
c. Main Document: The document in which we write down main content of Mail Merge is
called the main document. The main document contains the text and graphics that are
the same in each version of the merged document
ANSWER THE FOLLOWING.
1.What are the uses of Mail Merge?
a. Mail Merge helps us to create and send personalized documents containing similar
information to many people. The main document is to be typed only once
. Mail Merge combines the main document and the data source to create a personalized copy
for each recipient. So that we do not need to write personal copy for each recipient. Mail Merge
automatically will do it for us.
2.What are the type of documents that can be used with Mail Merge?
a. The types of documents that can be used on Mail Merge are: letters, e-mail messages,
envelopes, labels and directories.
3. Discuss three ways to select a document for mail merge.
a. In Step 2 of Mail Merge, i.e. “Select starting document”, select any one option from given
below to select a document for Mail Merge:
(i) The currently opened document can be selected by checking the option next to Use the
current document.
(ii) A template can be selected by clicking on Start from a template.
(iii) An already saved document can be selected by clicking on the Start from existing document.
4. Write the steps for inserting the mail field in the main document.
a. The steps for inserting a merge field in the main document:
(i) Type the letter and when you come to the section where you want to insert data from the
data source, click on More Items ... in the Mail Merge task pane.
(ii) This will the open Insert Merge Field dialog box. Select the field you want to insert for that
cursor location and click on Insert. Repeat this for all desired locations of Merge Field.
(iii) Type the letter, adding merge fields at suitable places until the letter is finished.
5. Give the steps for creating a new address list.
a. The steps for creating a new address list are given below:
(i) Select the option, Type a new list → Create. The New Address List dialog box will appear.
(ii) In the New Address List dialog box, select Customize Columns option. A Customize Address
List dialog will appear. Note that any field can be added, renamed or deleted. At this point,
select the fields you want in your list. Click on OK.
6. Give the steps for creating a Mail Merge.
a. Mail Merge has six steps, they are:
Step 1: Start the Mail Merge wizard from Mailings Tab in MS word.
Step 2: Select the document type.
Step 3: Create, update and select recipients and fields.
Step 4: Add merge fields at various locations in the document.
Step 5: Preview Your letters and Merge.
Step 6: View, edit and print the merged document.
