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In mail merge, we take a primary document, for example, a letter, then insert structured data, a table or list from a database, an Excel spreadsheet, or Outlook contacts, to create multiple personalized documents, such as individually addressed letters. In Word mail merge requires two files. The first file is a primary document, a Word document that contains the information that will be the same in every letter, as well as instructions on where to place variable data.
The second file is a data source, which could be an Excel worksheet, a database, an Outlook address book, or a table in another Word document. We'll use the commands on the Mailings tab of the ribbon to merge these two files together to create customized documents. Mail merge isn't just used for letters. We can also merge labels including mailing labels and name tags, and by combining Word with Outlook, we can use mail merge to create e-mail messages.
Each recipient receives a personalized message that sent only to them. We can use a type of mail merge called directory merge, to create a list, directory or catalog from a database so that we can format the document using the powerful formatting features in Word 2010. Whenever you find yourself creating multiple documents from one set of data. There's an opportunity to save time by using Word Mail Merge.
- Choosing or creating a data source
- Using Mail Merge with Outlook contacts
- Merging data from an Excel spreadsheet
- Inserting address blocks and greetings
- Matching fields from a data source
- Previewing merge results
- Using rules for customized merges