Wednesday, April 3, 2013

Basic Mail Merge Tutorial by Khyriel.

Below is an example to perform mail merge with Microsoft Word using the data stored in Microsoft Excel.

Firstly, you must have a data in Microsoft Excel to begin. Like the example below.

No
Name
D.O.B
Employee No.
Basic Pay
1
Ahmad Bin Ali
16.05.1990
V0051
1500.00
2
Sulaiman Bin Mahmud
12.02.1977
V0052
1600.00
3
Zakiah Binti Abdullah
05.08.1980
V0053
1300.00
4
Farrah Binti Kasim
29.07.1985
V0054
1200.00
5
Lisa Binti Abdul Razak
31.12.1995
V0055
900.00

Open blank Word document.


Hover under Mailing Menu. Click Start Mail Merge under Start Mail Merge pane.

Select “Step by step mail merge wizard”. On your right side of document, appears a   wizard.

Step 1. The default type of document is Letters, leave it and click “Next: Starting document’ below.

Step 2. Option to select the starting document. Select “Use the current document” and click “Next: Select recipients” below the wizard.

Step 3. The default setting for ‘Select Recipients’ is “Use an existing list” and we are going stick to it because we have data  in Microsoft Excel.

Below this option, click “Browse” from your data. Select your data and click open.  A new window will appear and select your exact data sheet to begin with. Just click :OK” and click “Next: Write your letter” below the wizard.

Step 4. Your document should be a blank one I suppose. You can write your document like the example below. It depends on what do you want based on your data.

Name:                 
Date of Birth:
Employee No.:
Basic Salary:

Hover back to the Mailing Menu above. To start inserting your data to the document, simply click ‘Insert Merge Field’. Small window will appear and start selecting the field matching your data such as “Name” and click insert.


Insert Merge Field

 Your data will appear like this.
Selecting the right field


Repeat again until all the data you needed is inserted.


 Click ‘Preview Results’ under the Preview Results pane.
The end result should be like this.

That’s all for this simple tutorial about Mail Merge your Microsoft Excel data into your Microsoft Word document.


Practice makes perfect.
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