Description of mail merge

Mail merge is a process in which a document, such as a letter or report, is automatically generated by combining a standard template with a list of data, such as names and addresses. The resulting document is a personalized version of the original template, with the data inserted into the template in the correct places.

Here's a step-by-step breakdown of the mail merge process:

  1. Create a template: The first step is to create a standard template document, such as a letter or report, that contains placeholders for the data that will be inserted later. These placeholders are usually marked with a special code, such as a merge field.
  2. Create a data source: The next step is to create a data source, such as a spreadsheet or database, that contains the data that will be used to populate the template. This data source should contain the same fields as the placeholders in the template.
  3. Link the template to the data source: The template and data source are then linked together using a mail merge software or application. This software reads the template and data source, and uses the merge fields in the template to match the data in the data source.
  4. Run the mail merge: Once the template and data source are linked, the mail merge software runs the merge process. This process replaces the merge fields in the template with the corresponding data from the data source, creating a personalized version of the document for each record in the data source.
  5. Save the merged documents: The resulting merged documents are then saved to a file or printed to paper. Each document is a unique version of the original template, with the data inserted in the correct places.

Mail merge is commonly used for tasks such as:

Mail merge can be performed using a variety of software applications, including: