Business Letter using mail merge
Aim:
To create a business letter using mail merge in Microsoft word.
Procedure:
Step 1: Create a new document
Step 2: Prepare Your Recipients list:
Type a new list all the necessary information such as first name, last name, company name,
address, etc. Each column should have a header.
Example:
| First Name | Last Name | Address | Company |
|------------|------------|------------|-----------|
| Tony | stark | 123 st | ABC Co|
| peter | parker | 456 St | XYZ In |
Save the list.
Step 3: Create the Business Letter:
Type out the standard parts of your letter.
Write the parts of the letter that will be the same for all recipients. Leave placeholders where
personalized information will go.
Step 4: Start Mail Merge:
Go to the Mailings tab in Word.
Click on Start Mail Merge and select Letters.
In the Mailings tab, click Select Recipients → Use an Existing List.
Browse for and select the saved file with your recipient list.
In the Select Table dialog box, select the sheet that contains your data (typically Sheet1) and
click OK.
Step 5: Insert Merge Fields:
Place your cursor where you want the personalized information to appear in your letter (e.g.,
First Name, Last Name).
In the Mailings tab, click Insert Merge Field and choose the field you want to insert. For
example:
o Place the cursor after "Dear" and select First Name and Last Name fields to get:
Dear «First_Name» «Last_Name»,
o You can insert the company name wherever necessary by selecting the Company field.
, Step 6: Preview the Results:
To see how your letter looks with the data, click Preview Results on the Mailings tab.
Use the arrow buttons to navigate between recipients.
Step 7: Complete the Mail Merge:
When you are satisfied with how the letters look, go to Finish & Merge.
Select either:
o Print Documents to print the letters directly, or
o Edit Individual Documents to generate a new Word file with all the merged letters,
which you can save and review.
Aim:
To create a business letter using mail merge in Microsoft word.
Procedure:
Step 1: Create a new document
Step 2: Prepare Your Recipients list:
Type a new list all the necessary information such as first name, last name, company name,
address, etc. Each column should have a header.
Example:
| First Name | Last Name | Address | Company |
|------------|------------|------------|-----------|
| Tony | stark | 123 st | ABC Co|
| peter | parker | 456 St | XYZ In |
Save the list.
Step 3: Create the Business Letter:
Type out the standard parts of your letter.
Write the parts of the letter that will be the same for all recipients. Leave placeholders where
personalized information will go.
Step 4: Start Mail Merge:
Go to the Mailings tab in Word.
Click on Start Mail Merge and select Letters.
In the Mailings tab, click Select Recipients → Use an Existing List.
Browse for and select the saved file with your recipient list.
In the Select Table dialog box, select the sheet that contains your data (typically Sheet1) and
click OK.
Step 5: Insert Merge Fields:
Place your cursor where you want the personalized information to appear in your letter (e.g.,
First Name, Last Name).
In the Mailings tab, click Insert Merge Field and choose the field you want to insert. For
example:
o Place the cursor after "Dear" and select First Name and Last Name fields to get:
Dear «First_Name» «Last_Name»,
o You can insert the company name wherever necessary by selecting the Company field.
, Step 6: Preview the Results:
To see how your letter looks with the data, click Preview Results on the Mailings tab.
Use the arrow buttons to navigate between recipients.
Step 7: Complete the Mail Merge:
When you are satisfied with how the letters look, go to Finish & Merge.
Select either:
o Print Documents to print the letters directly, or
o Edit Individual Documents to generate a new Word file with all the merged letters,
which you can save and review.
