Module 2 MS word, Notes 2
Mail merge in Microsoft Word
Mail merge in Microsoft Word is a useful feature for creating personalized documents, such
as letters, emails, labels, and envelopes, for multiple recipients. Here’s a step-by-step guide
to help you get started:
Steps to Perform a Mail Merge
1. Prepare Your Data Source:
o Your data source can be an Excel spreadsheet, an Outlook contact list, or any
other database. Ensure it contains all the necessary information, such as
names, addresses, and other personalized details.
2. Open a New or Existing Document:
o Open Microsoft Word and either create a new document or open an existing
one that you want to use for the mail merge.
3. Start the Mail Merge Wizard:
o Go to the Mailings tab.
o Click on Start Mail Merge and select Step-by-Step Mail Merge Wizard. This
will open a Mail Merge pane on the right side of the screen.
4. Select Document Type:
o Choose the type of document you want to create (e.g., Letters, Email
Messages, Envelopes, Labels, or Directory).
o Click Next to proceed.
5. Select Starting Document:
o Choose whether to use the current document, start from a template, or use
an existing document.
o Click Next.
6. Select Recipients:
o Choose your data source by selecting Use an existing list, Select from
Outlook contacts, or Type a new list.
o If using an existing list, browse to find your file and select it.
o Click Next.
7. Write Your Letter:
o Compose your document and insert merge fields where you want
personalized information to appear. For example, use Insert Merge Field to
add fields like First Name, Last Name, Address, etc.
o Click Next.
8. Preview Your Letters:
o Preview the merged documents to ensure the information is correctly
inserted.
o Click Next.
9. Complete the Merge:
o Choose to print the documents or send them via email.
o Click Finish & Merge and select the appropriate option (e.g., Print
Documents or Send E-Mail Messages).
To wrap up, mail merge in Microsoft Word is a powerful tool for creating personalized
documents efficiently. By following the steps to prepare your data source, set up your
document, and insert merge fields, you can generate customized letters, emails, labels, and
more for multiple recipients with ease.
Mail merge Example
Imagine you are sending a holiday greeting letter to your customers. Your data source (Excel
file) might look like this:
Table
First Name Last Name Address
John Doe 123 Main St.
Jane Smith 456 Oak Ave.
Your template document in Word might look like this:
------------------------------------------------------
Dear <<First Name>>,
Wishing you a wonderful holiday season!
Best regards,
[Your Company]
After performing the mail merge, Word will generate personalized letters like:
-------------------------------------------------------------
Dear John,
Wishing you a wonderful holiday season!
Best regards,
[Your Company]
------------------------------------------------------------
Dear Jane,
Wishing you a wonderful holiday season!
Best regards,
[Your Company]
-------------------------------------------------------------
Mail merge is a highly efficient way to personalize communication for large groups, making it
ideal for business correspondence, invitations, newsletters, and more
Key Points to Remember:
• Prepare Your Data Source: Ensure your data is well-organized and contains all
necessary information.
• Use the Mail Merge Wizard: This step-by-step guide simplifies the process.
• Insert Merge Fields: Personalize your document by adding fields like names,
addresses, etc.
• Preview and Complete: Always preview your documents before completing the
merge to ensure accuracy.
Benefits of Mail Merge:
• Efficiency: Saves time by automating the creation of multiple personalized
documents.
• Consistency: Ensures uniformity across all documents.
• Personalization: Adds a personal touch to each document, enhancing
communication.
Creating a New Document in Microsoft Word
1. Open Microsoft Word: Launch the Word application on your computer.
2. Select ‘New’: If Word is already open, go to the File tab and select New.
3. Choose a Template or Blank Document: You can either select a Blank
document or choose from various templates available.
4. Start Typing: Once the new document opens, you can start typing your
content.
Adding Features to Your Document
1. Formatting Text:
o Bold, Italic, Underline: Use the Home tab to apply bold, italic, or
underline to your text.
o Font and Size: Change the font and size from the Font group in
the Home tab.
o Paragraph Alignment: Adjust paragraph alignment (left, center,
right, justify) from the Paragraph group.
2. Inserting Elements:
o Tables: Go to the Insert tab, click Table, and choose the number of
rows and columns.
o Pictures: Click Pictures in the Insert tab to add images from your
computer or online sources.
o Shapes: Select Shapes in the Insert tab to add various shapes.
o SmartArt: Use SmartArt in the Insert tab to create diagrams and
flowcharts.
o Charts: Click Chart in the Insert tab, choose the chart type, and
enter your data in the Excel sheet that opens.
3. Adding Headers and Footers:
o Go to the Insert tab, click Header or Footer, and choose a style.
You can add text, page numbers, and other elements.
4. Using Styles:
o Apply predefined styles from the Styles group in the Home tab to
ensure consistent formatting throughout your document.
5. Reviewing and Editing:
o Use the Review tab to check spelling and grammar, add
comments, and track changes.
6. Saving and Sharing:
o Save your document by clicking File > Save As and choosing a
location and file format. You can also share your document via
OneDrive or email.
Inserting a Chart in a Word Document
1. Place the Cursor: Click where you want to insert the chart in your
document.
2. Go to the Insert Tab: Navigate to the Insert tab on the ribbon.
3. Select ‘Chart’: Click on Chart in the Illustrations group.
4. Choose Chart Type: A dialog box will appear. Select the type of chart you
want (e.g., column, line, pie) and click OK.
5. Enter Data: An Excel spreadsheet will open with sample data. Replace
the sample data with your own data.
6. Close the Spreadsheet: Once you have entered your data, close the Excel
window. The chart in your Word document will update automatically.
7. Customize the Chart: Use the Chart Tools that appear on the ribbon to
customize the chart’s design, layout, and format
