What is data source in mail merge

In Microsoft Word's Mail Merge feature, a data source is a file or database that contains the information you want to use to populate your documents. This information is typically stored in a table or spreadsheet, and can include fields such as names, addresses, phone numbers, and other relevant details.

The data source is used to supply the data that is merged into your document. When you create a mail merge, you specify the data source and the fields you want to use in your document. The data source is then used to populate the fields in your document, creating a unique version of the document for each record in the data source.

Common types of data sources used in mail merge include:

1. Microsoft Excel files (.xlsx)
2. Microsoft Access databases (.mdb)
3. CSV (Comma Separated Values) files
4. Text files (.txt)
5. SQL databases (e.g. MySQL, SQL Server)

To set up a data source in Mail Merge, you typically follow these steps:

1. Open your Microsoft Word document and go to the "Mailings" tab in the ribbon.
2. Click on "Select Recipients" and choose the data source you want to use.
3. If you're using an Excel file or Access database, you'll be prompted to select the worksheet or table that contains the data you want to use.
4. If you're using a CSV or text file, you'll need to specify the file path and name.
5. Once you've selected the data source, you can preview the data and select the fields you want to use in your document.

Some common data source fields used in mail merge include:

• First Name
• Last Name
• Address
• City
• State
• Zip
• Phone Number
• Email Address
• Order Date
• Order Total

By using a data source, you can automate the process of creating multiple documents with unique information, making it easier to send personalized communications to a large number of recipients.