What is mail merge and how does it work
Mail merge is a process in which a document, such as a letter or an email, is automatically generated with personalized information for each recipient. This is achieved by using a template document and a database of information about each recipient. The template document contains placeholders for the personalized information, and the database contains the actual information for each recipient.
Here's a step-by-step explanation of how mail merge works:
- Create a template document: You create a document with placeholders for the personalized information, such as names, addresses, and other details. These placeholders are usually marked with a special code, such as {name} or {address}.
- Create a database: You create a database or a spreadsheet that contains the information for each recipient. This database should have columns that match the placeholders in the template document.
- Link the template to the database: You link the template document to the database by specifying the columns in the database that correspond to the placeholders in the template document.
- Run the mail merge: You run the mail merge process, which replaces the placeholders in the template document with the actual information from the database. This creates a new document for each recipient, with the personalized information filled in.
- Save the merged documents: The mail merge process saves the merged documents in a format that can be easily printed or sent electronically.
Mail merge can be used for a variety of purposes, such as:
- Sending personalized letters or emails to customers or clients
- Creating customized reports or invoices
- Generating labels or envelopes with personalized information
- Creating personalized marketing materials, such as brochures or flyers
Mail merge is commonly used in word processing software, such as Microsoft Word, and can also be used in other applications, such as email marketing software or customer relationship management (CRM) systems.
Here's an example of how mail merge might work in Microsoft Word:
Suppose you want to send a personalized letter to a list of customers. You create a template document with placeholders for the customer's name, address, and order information. You then create a database with the customer information, including the customer's name, address, and order details.
You link the template document to the database by specifying the columns in the database that correspond to the placeholders in the template document. You then run the mail merge process, which replaces the placeholders in the template document with the actual information from the database.
The result is a new document for each customer, with the personalized information filled in. You can then print or send the documents electronically to the customers.
Mail merge can save time and effort by automating the process of creating personalized documents. It can also help to improve the accuracy and consistency of the documents, by reducing the risk of errors and typos.