Mail Merge
What is Mail Merging? The Mail Merge feature is used to insert variable data into a fixed format by combining two files into one file.Two files need to be created before you can merge them, these are the data file and the main document file. The variable information, such as names and addresses, is stored in the data file ready to merge into the main document file. The information that remains constant and the field names are stored in the main document file, where each field name relates to a field name in the data file.
To mail merge in OpenOffice Writer 2009 (you will need a list of names and addressses etc., for the wizard. If you don't have an address list the wizard will help you create one) click - tools - mail merge wizard - as below
After starting the wizard the box opens - as below
Select top bullet - as above
Select top bullet - as above
If you have no address book select the create button - as above
fill in the boxes - click new for the next address - fill in as many as required- then click OK - as above
don't go for the default saving point - select another like my documents - so that you can find the address book for adding to and editing - then click save - as above
Tick the top boxes so that it enters the name into the letter - click next - as above
check that everythings in the right position- click next - as above
click edit document button next - as above
make sure everything is in the right place - make sure your address is top right - make sure the message is correct if not everything can be edited at this point- click return to mail merge - as above
click next - as above
click the bullets as indicated - each individual document will now be made - there is an option to email the letter to everyone aswell - as above
For Microsoft Word - Create a mailing list or other data file for use in a Mail Merge.
To manually create a mailing list One way to create a mailing list would be to create a word document containing a table. Each column within the table could be used to store information about a field within your mailing list. Thus the first column could be used for storing title information (such as Mr, Ms etc). The second column could be used for storing first name details. The third column could contain last name details. And so on. You will need to use the first row within the table to act as a header for each column. Thus in the top cell of the first column you could enter the name of the field, such as Title. In the cell at the top of the second column you could enter the title First-Name, and so on.
This table of information can be edited and manipulated in the normal way. NOTES: It is best to make the top row (containing the field names) stand out with say bold and maybe centre alignment formatting. When creating field names (in the top row), don’t leave spaces between words, so that instead of using the name “Last Name”, use the name “Last-Name”.
Microsoft Word
To create a mailing list, using the Mail Merge Wizard The Mail Merge
Wizard as the name implies is a Wizard that steps you trough the mail
merge process. In the next section we will see how to use the Mail Merge
wizard to merge a data file with a document to produce a mail merged
document. First make sure that a new, blank document is displayed on
your screen. To start the Mail Merge Wizard, from the Tools drop down
menu, select Mail Merge, which will display the Mail Merge Helper. In
the Mail Merge Helper select the Create option button. Choose the Form
Letters option from the list displayed. A dialog box is displayed which
asks you to select the Active Window or to create a New Main Document.
Click on the Active Window button.
Then you will see the following dialog box displayed.
Click on the Get Data button and you will see a drop down menu displayed,
as illustrated. Click on Create Data Source.
You will see the following dialog box displayed, which allows you to determine what fields you wish to have within your data file. You may decide that you do not wish some of the field names offered, in which case simply select the filed name that you do not want, and then click on the Remove Field Name button. You can move a selected field up or down the list, using the up and down Move buttons. When you are ready to continue, click on the OK button.
You will need to save the file. · Supply a file name and then
click on the Save button.
Next you will see a dialog box, asking if you wish to edit the data file or your main document. In this case, click on the Edit Data Source button.
Next you will see a fill-in form on your screen, which allows you to enter data into your data file, as illustrated. Start entering your data as required, and click on the OK button to close the dialog box.
Notice that you can see a new toolbar displayed, as illustrated. If
you have closed the Data Form dialog box, and later wish to reopen it,
click on the Edit Data Source icon.
We have now created the data file that can be used within a mail merge
process, as illustrated within the next section.
Merge a mailing list with a letter document or
a label document.
To perform a mail merge for form letters Open the letter document you
wish to use as a form letter for the mail merge From the Tools drop
down menu, select Mail Merge, which will display the Mail Merge Helper.
In the Mail Merge Helper select the Create option button. Choose the
Form Letters option from the list displayed. A dialog box is displayed
which asks you to select the Active Window or to create a New Main Document.
Select the Active Window button which will return you to the Mail Merge
Helper, Select the Get Data button to display the drop down list illustrated
below. If you select Create Data Source, you will be able to create
a new source of data to be used for the mail merge. If you select Open
Data Source, this will allow you to open a previously created data file,
which will then be used as source data for the mail merge. In this example
we will assume that a data source has been previously created.
Select Open Data Source, which displays the Open Data Source dialog
box.
Position the insertion point at the location in the document where you
want to insert the fields. In this case at the top of the document.
Choose the Insert Merge Field button from the Mail Merge toolbar to
display a list of the data fields in your address document, e.g. FirstName,
SecondName etc. You need to choose the field names from the list and
insert them into your form letter using the Insert Merge Field button.
In this case first we shall insert the field called Title. Follow this
by a space. Then insert FirstName, followed by a space. Then insert
SecondName, followed by pressing the Enter key to drop down to a new
line. Then insert Position, followed by pressing the Enter key to drop
down to a new line. Then insert Company, followed by pressing the Enter
key to drop down to a new line. Then insert Addres01, followed by pressing
the Enter key to drop down to a new line. Then insert Addres02, followed
by pressing the Enter key to drop down to a new line. Then insert Addres03,
followed by pressing the Enter key to drop down to a new line. Then
insert Addres04, followed by pressing the Enter key to drop down to
a new line. Then insert PostZipCode, followed by pressing the Enter
key to drop down to a new line.
Then move the insertion point to the right of the word Dear, and if
necessary insert a space.· Then insert the field called Title.
Followed by a space. Then insert SecondName, followed by pressing the
Enter key.
When you have inserted all the necessary field names, select the Merge
to new Document icon from the Mail Merge toolbar. A new document is
created containing all your fields inserted in each form letter. This
file can then be saved or printed.
To perform a mail merge to produce labels First create a new, blank
document. From the Tools drop down menu, select Mail Merge, which will
display the Mail Merge Helper. Click on the Create button, and select
Mailing Labels.
You will see the following dialog box. · In this case, click on the Active Window button to continue.
You will then see the Mail Merge Helper dialog box. · In this case we will assume that a data file already exists, and click on Open Data Source.
Next you need to select the file that you are
using as a data file.
You will see the following dialog box displayed. Click on the Set Up Main Document button to continue.
You will see the following dialog box displayed. Note that the Label
Products information may be slightly different in different countries.
In the UK A4 label sheets are used. In the US letter size sheets are
used. If necessary, click on the drop down arrow next to the Label products
section of the dialog box and select as required. In the US you would
use Avery Standard. Click on the OK button to proceed.
The next dialog box allows you to insert the fields that will be used
to print your mailing labels. Click on the Insert Merge Field button
to display a drop down list.
In this case click on Title. The Title field will be inserted,
Press the Space bar key to insert a space. Click on the Insert Merge Field button to display a drop down list. In this case click on FirstName. The FirstName field will be inserted.
Press the Spacebar key to insert a space. Click on the Insert Merge Field button to display a drop down list. In this case click on LastName. The LastName field will be inserted and the dialog box look will similar to that illustrated below. Click on the OK button to proceed.
You will now see the following dialog box displayed. Click on the Merge
button to merge the data file to your labels document.
You will see the following dialog box displayed. Notice that you will be merging the data to a produce a new document in this case. If you wanted to, you could use the drop down arrow next to the Merge to: section to opt to print directly to a printer.
The new document produced by merging to a new document . To print your
labels, place your label sheets in your printer and print in the normal
way. WARNING: Be sure to only use labels approved for used within laser
printers if you are printing to a laser printer. Use of cheaper, non-laser
approved labels can cause serious damage to your printer (as the labels
can melt).