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Last Updated: Apr 8th, 2008 - 05:36:19 |
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Mail Merge Isn't Dead
By Kim Komando
Aug 9, 2004, 10:21
If you need to send an important, personalized message to a group of people, forget e-mail. Your word processing program's mail merge is a better option.
E-mail is a fast and cheap method of communication, but it's overrun with spam. Spam filters can't always determine what is good e-mail. Sometimes, important correspondence is sent to the garbage bin.
So, it's time to go back to the dark ages and turn to your trusty word processor. By using mail merge, you can create personalized messages, labels and envelopes without having to enter names and addresses for each one.
I'm going to refer to Microsoft Word 2003 for my example. Other versions of Word, and other word processing programs (such as Works and WordPerfect), have mail merge as well.
There are three main steps to completing the task:
1. Use the wizard. Word has a wizard that walks you through the mail merge process. Click Tools>>Letters and Mailings>>Mail Merge.
You can create letters, envelopes, labels or even e-mail, if you insist. You'll then choose the recipients, create the document, merge the information and print or e-mail everything.
2. Create the document. Let's say you're working on a Christmas letter. You'll want to create one with broad appeal. But it doesn't have to feel like a form letter.
Personalize it by inserting merge fields. Merge fields can display any kind of information--first name, last name, etc. You can even have a field for a personalized sentence or paragraph.
The merge fields are denoted by brackets. The first sentence might read:
"It's been a busy year for the Komando family!"
3. Create a list of names. Most word processors have a built-in database. This can be used to store the names and addresses of recipients. You can also use other programs, such as spreadsheets, databases or even Microsoft Outlook.
You can create new fields to individualize your letter. You don't want your greeting to say "Dear Mr. and Mrs. Seidl" if you've been best friends for years. Create a separate greeting field. You'll end up with the more personalized, "Dear Kevin and Sue."
4. Preview and print. After you have created your document and list of names, the wizard will combine the two.
Now is a good time to go through your recipient list to ensure that the names and addresses are spelled correctly. If your Mail Merge Toolbar isn't visible, activate it by clicking Tools>>Letters and Mailings>>Show Mail Merge Toolbar.
You'll see a number on the toolbar between the left and right arrows. The number corresponds to the records in your list. Each time you click on an arrow, a new name should appear. Scroll through your records to ensure everything looks okay.
To make it easier to proof, instruct Word to highlight the merged information. Click Tools>>Options. Click the View tab. In the Show section, click the drop down box below Field Shading. Select Always. Click OK.
If you only see the merge field codes, click on the ABC button on the toolbar. This toggles between the merge fields and the records in your list.
You can print from the mail merge wizard or click the printer button on the mail merge toolbar. It's probably best to print just one record first. You don't want to print out 50 letters and find that the margins were cut off.
You may find that the field codes are printed and not the actual data. If this happens, click Tools>>Options. Click the Print tab. Make sure the box next to Field codes under the Include with document section is unchecked.
If you need additional help, there are tutorials and tips on Microsoft's Web site at: http://office.microsoft.com. If you are using a different word processing program, check the Help section.
Copyright © 2004-2005 WestStar TalkRadio Network. Reprinted with permission.
No further republication or redistribution is permitted without the written consent of WestStar TalkRadio Network. Visit Kim Komando at: www.komando.com
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