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During this Word 2013 tutorial, learn the basic principles and steps in for getting started with a Mail Merge in Microsoft Word 2013.
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Hello and welcome back to our course on Word 2013. In this section, we’re going to take a look at Mail Merge. Now you’ve probably heard of mail merge before. You may even have done mail merges before. And it’s one of the main applications of Microsoft Word in many offices and businesses around the world. Now progressively over versions of Microsoft Word, the mail merge facilities have been considerably improved both in terms of how flexible and powerful they are and in terms of how easy they are to use. But it is still the case that many people manage to find the mail merge a pretty difficult thing to do and do get in quite a bit of trouble with it.
Now from the point of view of showing you how to do a mail merge, what I’m going to aim to do here is to take you through one or two very straightforward examples and then I think it’s very important that you practice some of those basic ones before you try to do anything too complicated yourself. As you go into the more complex possibilities within mail merge and I will mention some of these briefly as we go along, the basic procedures, the basic principle still apply. So it’s important to understand the basics first before you try to do anything too complicated. So in this section, I’m going to do a full but straightforward mail merge.
First of all, I’ve opened and empty blank document and click on Mailings and on the Mailings tab which we haven’t looked at so far, there are a number of groups and I want to quickly talk about those groups because to some extent they explain what a mail merge consists of. Basically, we can create various types of object to mail merge with. Let’s suppose you’ve got a list of customers and as part of your mail merge, you’re going to create an envelope for each customer to send a letter to. Well, this first group here, the Create Group, is a place where you can create envelopes. If you don’t use envelopes, if you’re doing something where you need to produce labels, then you’ve got an option here to create labels.
Now in terms of actually starting the mail merge, that’s the button there. That’s the one we’re going to click at the moment. But before you really get started on the mail merge, you may want to setup a list of recipients. So again, let’s suppose you’ve got a list of customers that you’re going to send a mail out to. Let’s also suppose that in some way you need to filter your standard list of clients. So perhaps you’re sending something out to clients who are generally interested a particular type of product. So that’s where you select your recipients. That’s how you get the mail merge started.
This group in the middle, Write and insert fields, this is where we actually setup the fields in the document that we are going to merge. Now in order to explain this, I want to take a very simple example. Let’s suppose we’re going to just send a Happy New Year letter to all of our clients. All we really need to do in the letter is to put in the name of address of this client, probably a salutation like Dear Sir or Hello Jim or whatever it might be, and that’s pretty much it, but we want to write one letter and we’re going to mail it to hundreds or maybe thousands of clients and it’s going to look like a personal letter to each of those clients. Now those fields, that’s things like the salutation, the name of the client, and the lines of the address are what are called the Merge Fields and this is where we can control the fields. Now over here this group is the Preview Results Group.
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