mail merge tools and techniques

8/4/2019 Mail Merge Tools and Techniques

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Tools & Techniques: Mail-Merge Screenshots

1.) I saved a copy of the customers database into my area

2.) I opened the customer database up and made a few changes that were necessary as some of theinformation associated with the postcodes was incorrect.

I saved the database containing all customer

information into my area enabling me to

modify it if I wanted to and then use it though

mail merge in my business letters to

customers.

The 5th

character in the postcode here wasnt a number I changed this and made the 5th

character a number 8

The 5th

character in the postcode here wasnt a numberI changed this and made the 5

thcharacter a number 5

The postcode here didnt have the right amount of

characters and the 5th

character wasnt a number.

I changed added in 2 as the third charchter to make an

overall postcode 7 characters long and made the 5th

character the number 2


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3.) I then inserted a table for the address of my business and the address of the customer.

4.) I then needed to insert the details of both customers address using the mailings button.

5.)

6.) As I was using an existing database which had all the information of my customers I needed to

insert this into my letter.

I clicked on the table button in the toolbar and selected a two by one table which automatically

positioned itself in my letter.

I clicked on the mailings button located in the toolbar

Having clicked on mailings I then clicked on select Recipients located within the mailings section

I did this by clicking the Use Existing List located within the select recipient


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7.) I then presented me with a screen to find my database.

8.) The information in the database didnt automatically insert itself into the table as I had to select

what information in wanted in the letter.

9.)

I searched through my

documents to find the correct

database and clicked it so that

it the document could

automatically associate to the

database.

In order to do this I clicked the

Address Block button

located in the mailings section

of the toolbar.

This then presented me

with such a screen

which allowed me to

select what fields I

wanted and the format

of which I wanted it in. I

ticked the recipients

name and the postal

address.


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10.) I now needed to select the appropriate information to appear in each field.

11.) To have the full address shown I has to select the city as well

To do this I had to click on the

Match Fields button located onthe previous screen in the bottom

right hand corner.

This then presented me with such a box.

I clicked on the drop down

menu for City and selected

Address 3 which meant

that the it would show the

region the customer lives in.


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I then clicked the Okay button located at the bottom of the smaller screen which took me to

another small screen on the page.

12.) This then left me with the first screen where I then pressed the okay button.

13.)

I also wanted the full

postcode of the customer to

show so I selected Post

Code for the Postal Code

field.

Having read the

statement I then clicked

the Yes button as this

meant that theinformation I had

selected would appear

in my letter.

By pressing the okay button it allowed the software to apply the

things I has asked it to do and finish off the process.

Once I had pressed okay if took me to my letter format where it has inserted

the adressblock title into my table.


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14.) The process of adding in the customers address to the table was not yet complete as the small

title represented all the fielded information I has selected.

15.) The company address was not stored in the database so I had to enter the address by hand.

In order for the title to show all the information I

needed to press the Preview Results button located

in the Mailings section of the tool bar.

Once I had clicked the

button it inserted all the

customer information

into the table aligned

accurately.

I typed in the address of my

company and made sure I

allied it to the right using

the align to the right button


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16.) I now had to insert the greeting line and the date to complete the letter through a similar

process to the above. Firstly I inserted another table.

17.) Again I had to search for the existing database which has all the information through mailings,

select recipients, use existing list and then search through my documents to find the database.

18.) Then, in order to get the greeting line I then clicked on Greeting Line located in Mailings.

It then presented me with a screen that made it possible for me to choose how I wanted my greeting

line to look like.

I clicked on the table

button in the toolbar

and selected a two by

one table which

automatically

positioned itself in

underneath the

address block

As I was happy with

the way it looked I

then pressed the

Okay button.


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19.) Once I had pressed the Okay Button it automatically put the address line code into my table.

20.) I now needed to insert the date.

In order to view the greeting line I clicked the

Preview Results button once again.

It automatically updated the table and the greeting line was inserted and aligned correctly.

I clicked the Date & Time button located in the

Insert section of the toolbar.

This took me to a new screen


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21.) The screen allowed me to insert an individual date, time or both in the format I wanted.

22.) I now had the customers address, the company address, the greeting line and the date in two

tables located at the beginning of the letter which meant that they were correctly allied and

positioned. I now had to get rid of the outline of the tables.

I selected the way in which I

wanted the date to be

presented by clicking the the

right one.

As the letter would also be a template for any other

letters to the customers it is vital that the correct date

is on the letter. Therefore, I clicked the Update

automatically button which means that the correct

date will always be present when someone goes to

compose a letter to a customer. I then clicked the

Okay button.

It then automatically inserted the date into the table and then I aligned it to the right using the

align button in Home from the tool bar.

I clicked the Borders button

in the Design section of the

tool bar and selected an option

which said No Borders


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This then left me with the final layout of the opening of the business letter:

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