Lesson 3.6: Mail Merge

Mail Merge is a useful feature in word processors that allows you to send the same document to many people, but with personalized information (like name, address, etc.).

It is commonly used for:

• Letters

• Certificates

• Invitation cards

• Salary slips

• Mailing labels

📌 Example:

You want to send the same invitation letter to 50 people, but each letter should have the person’s name and address.

With Mail Merge, you create:

• One main document (the letter template)

• One data source (list of names and addresses, usually in Excel)

Then Mail Merge will automatically generate 50 personalized copies.

🧩 Steps to Use Mail Merge:

1. Prepare the Data Source

• Create a table in MS Excel or LibreOffice Calc

• Columns: Name, Address, etc.

• Save the file

2. Open Word Processor

• Create the main document (letter or certificate)

• Go to Mailings tab → Select Start Mail Merge → Letters

3. Select Recipients

• Choose Use an Existing List

• Browse and select your Excel data file

4. Insert Merge Fields

• Place your cursor where you want the personalized info (e.g., Name)

• Click Insert Merge Field → Select field (e.g., Name)

Example:
Dear <<Name>>,
Your address is: <<Address>>

5. Preview and Finish

• Click Preview Results to check how it looks

• Click Finish & Merge → Print Documents or Edit Individual Documents

🎯 Benefits of Mail Merge:

• Saves time — no need to type every letter separately

• Reduces errors — data comes from a single source

• Professional look with personalization

Mail Merge is a powerful tool for anyone who needs to send personalized documents to many people — fast and efficiently.