Mail merge is the process of creating custom documents that combine unique information with standard text.
This allows you to customise your documents individually.
To perform a successful mail merge you need to have two things:
Main Document - This contains the text that you want to remain constant. This document also contains instructions about which parts of text to change, these are called merge fields.
Data Source - This contains the text that changes from one document to the next. You data source can be a variety of different things including: a table in a Word document, Outlook address book, Access database, CSV file.
ADDRESSBLOCK - Inserts a mail merge address block.
ASK - Displays a dialog box requesting the user to enter some information.
COMPARE - Compares two values and displays either a "1" if True or a or "0" is False.
DATABASE - Inserts the results of a database query into a table.
FILL-IN - Prompts you to enter text. Your response is printed in place of the field.
IF - Compares two values and then inserts the text appropriate to the result of the comparison.
MERGEFIELD - Displays the name of a data field within the "chevron" merge characters in a mail merge main document.
MERGEREC - Displays <<MERGEREC>> as a field result.
MERGESEQ - Counts the number of data records that were successfully merged with the main document.
NEXT - Instructs Microsoft Word to merge the next data record into the current resulting merged document.
NEXTIF - Compares two expressions. If the comparison is true, the next data record into the current merge document.
SET - Defines the information represented by the specified bookmark name.
SKIPIF - Compares two expressions. If the comparison is True then it cancels the current merge document.
Advantages of using a Mail Merge
Creating a Mail Merge
(Tools > Letters and Mailings > Mail Merge)
Using the Mail Merge Wizard
Using the Mail Merge Toolbar
Display it in the usual way as well as (Tools > Letters and Mailings > Show Mail Merge Toolbar
Unable to Perform Mail Merge
It is not possible to perform a mail merge with a document that has been protected.
The only exception is that you can mail merge a document that has only been protected for Tracked Changes.
Contents of Form Fields are Lost
The contents of any form fields in your document will be lost when you execute step 4 of the mail merge wizard.
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