How to do apply mail merge with screenshot.doc
A classic request!
Mail merge is a powerful feature in Microsoft Word that allows you to combine a main document with a data source, such as a spreadsheet or a database, to create multiple versions of the document with unique information. Here's a step-by-step guide on how to apply mail merge with a screenshot:
Prerequisites:
- Microsoft Word 2010 or later version
- A data source (e.g., an Excel spreadsheet or a database)
- A main document (e.g., a Word document) with merge fields
Step 1: Prepare your data source
Create a data source with the information you want to merge into your main document. For example, if you want to create a letter to multiple customers, create a spreadsheet with columns for customer name, address, and other relevant information.
Step 2: Create a main document with merge fields
Open your main document and insert merge fields where you want the data to appear. Merge fields are placeholders that will be replaced with data from your data source. You can insert merge fields by typing = MERGEFIELD followed by the name of the field you want to insert (e.g., = MERGEFIELD CustomerName).
Step 3: Set up the mail merge
Go to the "Mailings" tab in the ribbon and click on "Select Recipients" > "Use an Existing List". Browse to your data source file (e.g., the Excel spreadsheet) and select it.
Step 4: Match the data source fields with the merge fields
In the "Mailings" tab, click on "Match Fields" to match the fields in your data source with the merge fields in your main document. This step ensures that the correct data is inserted into the correct merge fields.
Step 5: Preview and merge the documents
Click on "Preview Results" to see how the merged documents will look. If everything looks correct, click on "Finish & Merge" to create the merged documents.
Step 6: Save the merged documents
The merged documents will be saved in a new folder with the same name as your main document, but with a unique identifier (e.g., "Letter to John Doe.docx").
Screenshot:
Here's a screenshot of the mail merge process in Microsoft Word:
Tips and Variations:
- You can use different data sources, such as a database or a text file, by selecting the appropriate option in the "Select Recipients" dialog box.
- You can also use conditional formatting to control the appearance of the merged documents based on conditions in your data source.
- To merge multiple documents at once, select the documents you want to merge and then follow the same steps as above.