Mail merge definition computer

A mail merge is a process in computer software that combines a standard template with a list of data to produce a large number of customized documents, such as letters, labels, or envelopes. The template contains placeholders for the data, and the software replaces these placeholders with the actual data from the list.

In a mail merge, the template is typically a document or a form that contains fields or placeholders for the data. The data is stored in a separate file, such as a spreadsheet or a database. The software then combines the template with the data to produce a customized document for each record in the data file.

Mail merge is commonly used for tasks such as:

  1. Sending personalized letters or emails to a large number of recipients.
  2. Creating customized labels or envelopes for packages or shipments.
  3. Generating reports or documents with specific information for each recipient.
  4. Creating customized marketing materials, such as brochures or flyers.

The benefits of mail merge include:

  1. Increased efficiency: Mail merge can automate the process of creating customized documents, saving time and reducing the risk of errors.
  2. Improved accuracy: Mail merge ensures that the data is accurate and consistent throughout the document.
  3. Personalization: Mail merge allows you to personalize the document with specific information for each recipient, making it more effective and engaging.

Mail merge is supported by many software applications, including:

  1. Microsoft Word
  2. Microsoft Excel
  3. Google Docs
  4. OpenOffice
  5. LibreOffice

The process of mail merge typically involves the following steps:

  1. Create a template: Design a template with placeholders for the data.
  2. Prepare the data: Collect and organize the data in a spreadsheet or database.
  3. Set up the mail merge: Use the software to set up the mail merge, specifying the template and data file.
  4. Run the mail merge: The software combines the template with the data to produce the customized documents.
  5. Review and edit: Review the resulting documents for accuracy and edit as needed.

Overall, mail merge is a powerful tool for automating the creation of customized documents and improving the efficiency and accuracy of your work.