Using document merge to simplify routine work

If you want to send several letters with the same text, but with different attributes (e.g., names of recipients and their addresses), you can merge a document with a database (e.g., a table of Excel).

To merge a document with an Excel table, do the following:

    1.    Open the document, in which you want to insert different attributes.

    2.    Select Tools -> Letters and Mailings -> Mail Merge... to open the Mail Merge pane:

Mail Merge in Word 2003

Choose the document type and then click Next.

    3.    Select the starting document type and then click Next.

Mail Merge 2 in Word 2003

    4.    In the Step 3 of Mail Merge Wizard:

    4.1.    Select recipients, for example, from existing list, then click Browse... to open the file:

Mail Merge 3 in Word 2003

    4.2.    In the Select Data Source dialog box, choose the file which contain data and click Open.

    4.3.    In the Select Table dialog box, select the table by double-click in it or by highlighting it and clicking OK:

Select Table in Word 2003

    4.4.    In the Mail Merge Recipients dialog box, click OK to merge table:

Mail Merge Recepients in Word 2003

    4.5.    Click Next in the Step 3 of Mail Merge pane.

    5.    In the Step 4 of Mail Merge Wizard:

Mail Merge 4 in Word 2003

    5.1.    Select Address block... to open the Insert Address Block dialog box:

Insert Address Block in Word 2003

Using checkboxes and radio buttons, choose how you want to see an address block and click the Match Fields....

Match Fields in Word 2003

Change the match fields, if necessary, and then click OK twice.

    5.2.    Select More items... to open the Insert Merge Field dialog box:

Insert Merge Field in Word 2003

Select which field you want to insert and click Insert.

    6.    After you click Next, you can see the merge data: to open the Insert Merge Field dialog box:

Merge Data in Word 2003

Here you can watch and, if it is necessary, change any information.

    7.    In Step 6 of Mail Marge, you can print or edit individual letters:

Mail Merge 6 in Word 2003

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