Mailings: for MS Word

Mail Merge in Word:
               Word 2010 provides easy access to all the commands necessary for creating a mail Marge.  These commands are available in the Mailings tab on the Ribbon.  You can Marge a mailing list to letters,  email messages,  envelopes,  and labels.  The following will show you the overall process of creating mailmerge in Microsoft Word 2010.

Step 1: Accessing Word 2010 Mail Marge commands.. 

• Open a blank Word 2010 document. 
• From the Mailing tab,  in the Start Mail Merge group,  click on Start Mail Merge icon and from the menu appear,  select the desired options to create your mail Marge. 

Step 2: Choosing a Document Type 

• Your opt fonts for selecting 3 document type include the following :
• Letters: allows you to alter one latter and sent it to multiple people (assume we select to option for demonstration purpose). 
• E-mail Messages: allows you to personalize letters designed to be sent to multiple people via e-mail.  For instructions on how to perform this type of merge,  refer to Creating Mail Merge Envelopes. 
• Labels : allows you to print labels addressed to multiple people.  For instructions on how to perform this type of large,  refer to Creating Mail Merge Labels. 
• Directory :allows you to gather varied but related information into a list such as a collection of lists regarding department directory,  can includes list names,  phone numbers,  etc. 

Step 3: Choosing the Recipients 

• From the Mailing tab,  in the Start Mail Merge group,  click on Start Mail Merge icon and from the menu appear,  select the desired options to select revipients:
• Type New List: Unless you already have a list created for mail merging.  You have to build a new one by typing each recipient.  For more information,  please refer another article on Mail Merge Recipients. 
• Use Existing List :When you've been through this before or you have handy a database list you want to use, this option makes the most sense. After choosing the list from the Select Data refer another article on Mail Merge Recipients. 
• Select from Outlook Contacts :Uses your existing Outlook contacts as recipients.  Unless your PC is on a network with the proper kind of Microsoft Server software installed,  you can forget this option. 

Step 4: Write and Insert Fields 

• Place the insertion pointer where you want a field to appear. 
• From the Mailing tab,  in the Write and Lanett Fields group,  click the desired options to add text and variable information to your document.  Frequently used options include :
• Address Block : to specify the format of your recipients names,  whether to insert the company name and postal address,  and the format of the postal address. 
• Greeting Line;  to format how the greeting line will appear (e. g.,  Dear Sir or Madam,). 
• Insert Merge Field: to insert fields for a variety of common options (such as the first or last name, phone number,  or state of each recipient).

Step 5:Previewing Your Documents 

• The Mail Merge task pane presents you with an opportunity to review what the merged document will look like.  This way,  you can go back and make any last -minute changes to fine - tune your merge. 
• From the Mailing tab,  in the Preview Results group,  click the Preview Results icon, 
• You can browse through the document for the other entries by clicking the Previous or Next button. 

Step 6: Completing a Word 2010 Mail Merge 

             The last step to complete the merge is to accept the preview of how the merge will look and direct Word to perform the merge.  You can print the merged documents or,  prior to printing,  you can edit individual documents.