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  • Mail Merge

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    Znert Reyes
    153 views12 pages
    Mail merge is a software toolkit that produces multiple documents from a single template by merging in structured data from a spreadsheet. It allows automatically generating individual documents like certificates for seminar attendees instead of manually inputting the same information repeatedly. The process involves creating a spreadsheet with label headings, designing a template document with merge fields for the labels, and using the mail merge function to generate unique documents populated with data from the spreadsheet.

    Original Description:

    PPT mail merge

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    Mail merge is a software toolkit that produces multiple documents from a single template by merging in structured data from a spreadsheet. It allows automatically generating individual documents like certificates for seminar attendees instead of manually inputting the same information repeatedly. The process involves creating a spreadsheet with label headings, designing a template document with merge fields for the labels, and using the mail merge function to generate unique documents populated with data from the spreadsheet.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as pptx, pdf, or txt
    153 views12 pages

    Mail Merge

    Uploaded by

    Znert Reyes
    Mail merge is a software toolkit that produces multiple documents from a single template by merging in structured data from a spreadsheet. It allows automatically generating individual documents like certificates for seminar attendees instead of manually inputting the same information repeatedly. The process involves creating a spreadsheet with label headings, designing a template document with merge fields for the labels, and using the mail merge function to generate unique documents populated with data from the spreadsheet.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Flag for inappropriate content
    Download as pptx, pdf, or txt
    of 12

    MAIL MERGE

    • A software toolkit that is used to produce multiple documents with a


    given template, editing the basic information that is supplied by a
    structured dataset. A sample output are certificates of attendees in a
    seminar. Instead of manually and individually inputting information it
    is automatically generated when using Mail Merge
    STEPS
    • 1. Create a dataset with title headings on a spreadsheet application
    • 2. Create the template of the letter or document that will receive the
    data set in a word processor
    • 3. Insert the label of customized detail in the word processor and
    insert the label that corresponds to the spreadsheet
    • 4. select the option preview in the word processor to generate all of
    the pages with different information
    1. Create a spreadsheet containing your information
    and make sure the labels are written in the first row.

    Save the spreadsheet in documents or desktop


    2. Indicate the source of information in your word
    processor

    a. On the upper part of the word processor click the mailings tab
    b. Under the mailings tab click the select recipients option
    c. Then under the select recipients option click the Use Existing List
    3. Select the spreadsheet file you’ve created in step 1

    a. Browse the directory where you saved the spreadsheet file containing the information you are going to use
    b. Select the spreadsheet file
    c. Click Open
    4. Start writing or creating the template that you are
    going to use

    a. To include the customized field, select the Mailings tab.


    b. Under the Mailings tab, select the insert Merge Field option
    c. From the Insert Merge Field option, select the column name that you want to insert.
    5. Check the result of label placement

    a. After assigning the labels, you can check the result by clicking the Preview results option under the Mailings tab
    b. Beside the Preview result option, a textbox with number is displayed. Press the Next record and Previous record buttons
    to browse between pages.
    6. Implement Rules

    a. There are instances wherein a customized text should match a certain label value. The rules option can be useful.
    b. On the Rules drop down box, select the If then Else option
    7. Set up the Rule

    a. In the window that will appear, select the column name from the spreadsheet that will be subjected to the rule. Then
    write the rule at the Compare to text box
    b. Fill up the Insert this text text box with the text that will appear if the condition is met.
    c. Fill up otherwise Insert this text text box with the text that will appear if the condition is not met.
    8. Print the finish product

    a. In the mailings tab, click the finish and merge option


    b. Under the finish and merge option, click Edit Individual Documents
    9. Create a new document

    a. A small window will appear. Select the button All and click OK
    b. A new document will appear with multiple similar pages where the labels positions are customized
    c. The generated document can be saved or printed depending on your preference

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