Explain Mail Merge In Detail

Mail merge

A mail merge is a capability of database software, word processors, and some e-mail programs that take a standard form and formats that form with unique fields such as e-mail address, name, address, phone number, or other personal information to make the message look unique. For example, a standard form may look like the below example.

[address]

Dear [username],

We would like to thank you [username] for purchasing our product.

Sincerely,
Some company

With a program capable of mail merge, the program would pull the personal information and place the appropriate information into the above fields. So, the above form may look like the below example.With a program capable of mail merge, the program would pull the personal information and place the appropriate information into the above fields. So, the above form may look like the below example.

1234 some street
City, State Zip

Dear Bob Smith,

We would like to thank you Bob Smith for purchasing our product.

Sincerely,
Some company

How to mail merge and print labels in Microsoft Word

Note: Before labels can be made the names and addresses must be stored in a CSV file, see our steps for creating a CSV file if you do not already have your names and addresses in a CSV file or other file that can be imported into the Mail Merge.

Once a CSV file has been prepared the below steps can be followed to create labels using a mail merge.

Step one and two

In Word on the Office Ribbon click Mailings, Start Mail Merge, and then labels. In the Label Options window as shown below select the type of paper you wish to use. If you plan on doing one page of labels at a time keep the tray on Manual Feed, otherwise select Default. Next, in the Label vendors select the type of labels you are using. In our example, we are using Avery labels. Finally, select the product number of the labels, this is often shown in one of the corners of the label package. Once everything has been selected click OK.

Tip: If your label product number is not listed, you can often download the template for your labels from the manufacturers website. Search for "xxxxx template", where xxxxx is the product number you're looking for.

Step three

After the labels have been created click the Select Recipientsbutton in Mailings and then click Use Existing List. In the Select Data Source window, point Word to the location of your CSV file and click OK. If the CSV file inserts properly, you should now have <<Next Record>> on each of your labels.

Step four

Next, click the Address Block Button and verify the address is properly formatted. If the address is not being displayed properly, click the Match Fields button and change how the fields are being matched. Once the address is being displayed properly click the OK button. This should put the <<AddressBlock>> field into the first label.

Step five

Finally, click the Update Labels button to update all fields. The first label should have only the <<AddressBlock>> field and all other labels should have <<Next Record>><<AddressBlock>> to step through each address field and print the address block in each label.

Step six

To make sure everything looks ok, click the Preview Resultsbutton, which should show each label and a different address for each label.

Step 7

If everything looks ok Click the Finish & Merge button and then Print Documents to print the labels.

Tip: To help prevent labels from being wasted we highly recommend that you print labels on a piece of paper before printing on the label stickers. Once the labels have been printed on paper you can hold the paper up with the labels behind the paper to a light to see if the spacing and formatting of the labels looks ok.