Mail Merge wizardryMaking mass mailings easy with Microsoft Word’s mail merge wizard

Goals of this session

At the end of this session, you will…

1.Understand the basics of a mail-merge.

2.Be able to create a data source and document of your own.

3.Successfully merge the documents.

4.Feel like a mail merge wizard!

About me

Susie Sargent

Advancement Professional with 13 years of Microsoft Office experience.

Why I use Mail Merges

Susie Sargent

Advancement Professional with 13 years of Microsoft Office experience.

Why I use Mail Merges

Susie Sargent

Advancement Professional with 13 years of Microsoft Office experience.

Advancement=Fundraising

Why I use Mail Merges

Susie Sargent

Advancement Professional with 13 years of Microsoft Office experience.

Asking for money, thanking donors for money, inviting donors to events, sending news to alumni, personalizing messages…

What is a mail merge?

Getting Started: Word DocumentOpen a new word document and begin composing your letter.

Composed: Word DocumentWhen you finish composing the Word document (don’t forget to save!) now note what fields you need in your data source.

Data Source: Table

Now you will open a new Word file (or Excel file, or database, etc.). I will go to insert->table, and draw a table with seven columns to map with the seven fields of variable info in my letter. I type in the headings.

Data Source: Table

Fill in the data for each patron you wish to send a letter to…

Data Source: Table

When you finish your data list, save the document (don’t forget under what name and where it is saved!)

Merge Document

Switch back to your letter. From the top dropdown menus, select Mailings->Start mail merge. Choose the option “Step-by-step mail merge wizard.” The wizard will open up in a pop up or to the right of your screen.

Merge Document

Make sure the “Letters” radio button is selected, then click on Next: Starting document

Merge Document

Make sure the “Use current document” radio button is selected, then click on -> Next: Select recipients

Merge Document

Make sure the “Use an existing list” radio button is selected, then click on Browse to search for the data file we saved. Open the file.

Merge Document

Make sure the “Use an existing list” radio button is selected, then click on Browse to search for the data file we saved. Open the file. Depending on your version of Microsoft Word, you may get this box, which gives you the option to select which records to include. Click OK.

Merge Document

Click ->Next: Write your letter. Now, highlight the first field that you would like to replace. That would be “Mailing Name.” From the wizard, choose “More items” to select from. Click “Mailing_name” and Insert.

Merge Document

Repeat this for other fields – Address, City, State and Zip, and so on from the “More items” selection. Note you may have to adjust the placement and spacing, as inserting these fields sometimes sets off the formatting.

Merge Document

Select “Preview your letters” from the wizard to see how they look. This gives you the opportunity to see if you need to go back a step and adjust spacing, or catch any errors.

Merge Document

For example, I decide I want to call out the Title information with bold in the original document, so I select “Previous: Write your letter” from the wizard to go back and change the formatting.

Merge Document

I make my changes, and then I move forward to preview the merge with my changes. I am satisfied, so I’m ready to hit the “Next: Complete the merge” magic.

MergeD Document

MergeD DocumentNow, you can immediately print your letters, or if you want to review them and/or save them for another time, choose the “Edit individual letters” option

Review your lettersNow, you can immediately print your letters, or if you want to review them and/or save them for another time, choose the “Edit individual letters” option. This will open a new document – your merged letters!

Envelopes

1. Start a new Word document.

2. What next?

We’re not done yet…unless you like hand-addressing your envelopes!

EnvelopesSelect Envelopes instead of Letters

EnvelopesClick on “Envelope options” to set the size of your envelope (#10 is the usual letter sized envelope

EnvelopesType in your return address, as this will be the same on each envelope.

EnvelopesJust like for the letters, you will select “Use an existing list”. Browse to find the list you saved for the letters, and select OK.

EnvelopesJust like the letters, you will arrange your merge fields on the envelope from the “More items…” selection. Then Next: Preview your envelopes

EnvelopesNow you preview your letters. When it looks good, select Next: Complete the merge

Envelopes

Further Resources

Microsoft Office Support: http://support.microsoft.com/kb/294683