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Use mail merge for mass mailings and more

Buttons from Mail Merge toolbar and Insert Merge Field dialog box

Callout 1 Position the pointer in the main document where you want an address to appear, and then click the Insert Address Block button to choose the format for (and to add) an «AddressBlock» field.
Callout 2 Position the pointer in the main document where you want a greeting to appear, and then click the Insert Greeting Line button to add a «GreetingLine» field.
Callout 3 Position the pointer in the main document where you want a field corresponding to a data file column to appear, and then click the Insert Merge Field button.
Callout 4 In the Insert Merge Field dialog box that opens, select Database fields. This displays the column headings from your data file. Choose the column heading you want to insert as a field and click Insert.

Now, you're ready to arrange your main document by:

  • Typing any content that will be the same in each merged copy, such as a return address or the body of a form letter or e-mail message.
  • Adding fields for unique information.

For your convenience, there are separate toolbar buttons devoted to adding Address Block and Greeting Line fields. There is also a button called Insert Merge Fields. By clicking this button, you can add any column heading from your data file to your main document as a field.

For example, let's say you are creating form letters for your employees to inform them of their current salary amounts. In your data file, each employee's salary is listed in a column called Current Salary. If you insert a «Current_Salary» field in the main document, each employee's salary amount will appear in their copy of the form letter.

Remember: Fields that serve as placeholders for information from your data file always appear in the main document surrounded by chevrons (« »).

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