Mail Merge


Mail Merge


WORK IN PROGRESS - Please understand that we are actively rewriting much of our documentation and this page is currently "under construction"; if there's anything that you'd like to see added to and/or expanded upon, please let us know by sending us a smile.



A mail merge is a tool for generating mass mailings, such as form letters. Mail merges contain unique data, such as names and addresses, as well as information that is standard throughout each document. For example, you might use a mail merge to send customers information about a new product or sale, print mailing labels, appointment reminders, or payment due reminders.



You have three different items that come into play with a mail merge:

To start Your Mail Merge:


The first step of starting your mail merge is choosing your document type.

Now that you have selected your document type, you need to tell Word where the data is stored. To do this, you connect your main document to your data file. You can select to use Outlook contacts, create a new list, or connect to an existing list, such as an Excel spreadsheet or a database.



Type the information in the boxes to build your new list.


Select your list and click OK brings up your contacts list: Image

To sort the recipients by a single column. Click the column heading. For example, click Last Name to sort the recipients by last name.

To sort recipients by multiple columns. Click Sort and pick your columns. For example, Last Name, First Name.

To filter the list, click the drop down-drown on the column and remove the selection checks for the names you do not want included.

For a more advanced filter, select Filter and enter multiple criteria. For example, State is equal KS will only merge recipients that live in Kansas.

To remove duplicate recipients. Click Find Duplicates. If duplicate entries are found, remove the selection checks from the names you do not want included.


Set Up

Now that you have your recipients selected, it is time to create your main document. You type your text and then insert merge fields after, or you can insert your fields as you type. You can insert an address block or a greeting line, as well as insert individual fields.


Making labels and envelopes is easy with the Address Block. You can also insert an address block at the top of a formal letter such as a cover letter.

Inserting an Address Block: Image

Inserting a Greeting line: Image

Inserting Merge Fields:


EC The fields you see are individual to the spreadsheet you use.

The Insert Merge Fields drop-down gives you the freedom to insert fields anywhere in your documents. The drop-down list displays all of the fields from your data file.



To use MailMerge efficiently you might want to set up your Excel sheets in advance. And before you export to excel you might need to set up your reports. Below is an example of setting up a report. This is one but way to do it. Its going to show some basic and advanced filtering in Reports.

You are also going to need the add-on "Export to Excel+".

For this example we will be making a Customer report for late dues.


Then I fine tune the columns to suit my needs: Image

With the use of the "Filter" button. I am able to do the following;

Now I am able to Export to Excel.

This shows the first few steps: Image

EC A step missing in the middle where I searched for the Excel page, found it and clicked ok. I took it out for security reasons

Next steps: Image

EC Showing Preview results at the end so you can see what would be printed on a per page basis



If there's anything that you'd like to see added to and/or expanded upon, please let us know by sending us a smile.)))


Additional Information


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