what is mail merge ?

Mail Merge is a handy feature that incorporates data from both Microsoft Word and Microsoft Excel and allows you to create multiple documents at once, such as letters, saving you the time and effort of retyping the same letter over and over.

Prerequisites:

Microsoft Word:  Ensure you have Microsoft Word installed on your computer.

Data Source:  Prepare a data source (e.g., an Excel spreadsheet or a Microsoft Access database) with the information you want to include in your letter (e.g., recipient names and addresses).

Steps:

Open Microsoft Word:

 Launch Microsoft Word on your computer. Create a New Document:

Create a new document in Word.  Select Mailings Tab:

 Go to the "Mailings" tab on the ribbon.

Start Mail Merge:

Click on "Start Mail Merge" and choose the type of document you want to create (e.g., Letters).

Select Recipients:

Click on "Select Recipients" and choose "Use an Existing List." Browse and select your data source (Excel spreadsheet, Access database, etc.).

Insert Merge Fields:

Place your cursor where you want to insert information from your data source.

Click on "Insert Merge Field" and select the fields you want to include (e.g., <<FirstName>>, <<LastName>>, <<Address>>).

Preview the Merge:

Click on "Preview Results" to see how the merged document will look for different records.

Complete the Merge:

Click on "Finish & Merge" and choose "Print Documents" or "Email."

Configure Printing or Emailing Options:

If you're printing, specify the printer settings. If you're emailing, you may need to set up your email account and configure additional options.

Complete the Merge:

Click "OK" to start the mail merge process.