Presented by M Deepika MAIL MERGE Mail Merge

Presented by, M. Deepika. MAIL MERGE Mail Merge

Mail Merge - Step 1 MAIL MERGE • In order to begin the mail-merge process, you now need to select ‘Tools’ on the main toolbar, followed by ‘Letters and Mailings’, followed by ‘Mail Merge’.

Mail Merge - Step 2 Mail Merge setup utility MAIL MERGE • The following screen will now appear where the mail merge setup utility is shown on the right hand side of the screen.

Mail Merge - Step 3 Select “Letters” Then click “Next Starting Document” MAIL MERGE • Now select ‘Letters’ on the mail merge setup utility. Then click ‘Next: Starting document’.

Mail Merge - Step 4 Select “Use the current document” Then click “Next select recipients” MAIL MERGE • The following screen will appear. Select ‘Use the current document’, then click ‘Next: Select Recipients’.

Mail Merge - Step 5 • The following screen now appears. Select ‘Use an existing list’. Now click on ‘Browse’ to locate the customer data file that you wish to utilise. Then click “Browse” MAIL MERGE Choose “Use an existing list”

Mail Merge - Step 6 • The following dialogue box will appear. Locate the relevant folder on your computer (where your 308 prospects data file is stored) and select the file itself and then select ‘Open’. Click “Open” to open the selected data file MAIL MERGE Select the required Excel data file

Mail Merge - Step 7 • You will now see the following dialogue box, confirming the selection of your customer data file. Select ‘OK’ to continue. Click “OK” Tick this box MAIL MERGE Confirmation of data file to be used

Mail Merge – Step 8 • The resultant dialogue box will now appear, showing the list of customer of data to be used. You can use the tick boxes to select/deselect customers to be included in the mail merge or just use the “select all” box. Select ‘OK’ when you have finalised your selection. When you have made your selections click “OK” MAIL MERGE Click relevant tick boxes to select/deselect customers

Mail Merge – Step 9 Click “Next write your letter. ” MAIL MERGE • You will now return to the following screen. Select ‘Next: Write your letter’ to proceed.

Mail Merge – Step 10 Place the cursor in between the address fields and press the return key to place each field on a new line MAIL MERGE • You will now be returned to the main document. The address fields should now be visible in the letter. • Separate the address fields onto separate lines by placing the cursor in between fields and pressing the [return] key on the keyboard.

Mail Merge – Step 11 You can still edit the letter as normal if necessary Finally click “Next: Preview your letters” MAIL MERGE • The document should now appear as below. • At this stage you can still make amendments to the main body of your letter. Have a final check of the letter content to ensure that it is presented in a professional manner and make any alterations if needed. • When finalised and you are satisfied with the format/content of the letter, select ‘Next: Preview your letters’.

Mail Merge – Step 12 • The next screen previews how your letter will look, complete with real customer data. You can scan through how each separate customer letter will appear by clicking the arrows adjacent to ‘Recipient: 1’. Click these arrows to view each customer letter separately MAIL MERGE Real customer data now appears in the address section

Mail Merge – Step 13 Click “Next: Complete the merge” when satisfied MAIL MERGE • If there any errors in how the customer address information is presented, you can return to the previous screen by selecting ‘Previous: Write your letter’ and correct the letter as necessary. • If there are no errors and the letter appears exactly as required, select ‘Next: Complete the merge’.

Mail Merge – Step 14 Select “Current record” MAIL MERGE • You are now in a position to physically create your letters. Click ‘Print…’ to begin printing your letters. • In order to ensure that the letter prints out as you intend it to, select ‘Current record’ to conduct a practice print of just one customer letter. This will allow you to double check the format, layout and content of the letter before going ahead and printing the whole batch of customer letters.

Mail Merge – Step 15 • Ensure that the right printer is selected and that only 1 copy is requested. If you are using a printer with multiple paper trays, ensure that the tray which contains the correct letter headed paper is selected. You should also ensure at this point that the desired letter headed paper is inserted into the printer, ready for printing. • Click on ‘OK’ and the letter will print. Choose one copy only Use to select printer feed tray if necessary Finally click “OK” to print MAIL MERGE Choose required printer

MAIL MERGE THANK YOU