Sommaire

Planning a mail merge

The Mail merge helps you to send a number of copies of a document to recipients whose names are stored in a data file (Access database or Word/Excel table).

Two files are used in this procedure:

  1. A main document containing the permanent text and the fields which act as links to the data source file;

  2. A data source file containing the variable information.

A data source file comprises fields and records. For example:

First name

Surname

Address

Post code

City

Michael

GEHRY

523 Pine St

98144

SEATTLE

Douglas

SMITH

55 122nd St

98144

SEATTLE

Each line of information, concerning GEHRY or SMITH, is a record.

Each type of information (First name, Surname…) is a field.

Create the main document.

Link the data file to the main document.

Insert the fields from the data file at the appropriate places in the main document.

Start the mail merge.