Mail Merging ECDL exercise

The purpose of mail merge is to make your life easier without having to change the
address and other contents of a master letter, which has to be sent to many destinations.
The mail merge relates a word document to a data source.
The data source may be in many forms such as a table in a Word document or a database.

The Task
1. Create a new word document and save it as TOYTOWN DATA.
2. You will now create a table, which will act as the data source for a letter you have
created.
3. Click table on the toolbar then Insert Table from the drop down menu.
4. Choose 4 columns and 5 rows (as below) and enter the information as detailed. (Use
tab to go through the table cells)
NAME
Mr. Benn
Buffy Summers
Scott Tracy
Dorothy Gale
Mary Poppins

ADDRESS 1
Festive Road
Happy Lane
The Island
The Farm
17 Cherry Tree Lane

ADDRESS 2
London
Sunnydale
Pacific
Kansas
London

POST CODE
AB1 IMC
SD1 2VP
FA1 2B
SW0 TR1
SC3 XP1

Notice the titles on the first row of the table (when creating a table remember to allow for
this row when stating the number of rows required)
5. Save the document and Close!
6. Now create a form letter as seen over the page

Dear
Re - Microsoft Word Intermediate Course
I understand that you expressed an interest in receiving information on the Word
Intermediate course. The course contains the following sections
Macros
Fonts
Tables
Mail Merge
Graphics
The next session starts on Wednesday the 29th March at 7pm at a cost of 30 for 5 sessions.
Please confirm your attendance on either 0191 8888953 or email cusservises@msic.com.
Yours sincerely
J Shorthouse
Director
Shorthouse Shorthouse & Sons Ltd.

7. Save the letter as Shorthouse letter.

8. Click Tools and then Mail Merge from the drop down menu.
9. Click Create then Form Letters from the drop down menu.
10. Click Active Window (The document you are wishing to place the data in).
Now you are going to state which document is to be referred to for the data.
11. Click Get Data then Open data source from the drop down menu.
12. Double click on the TOYTOWN DATA file you created as the data source.
13. Click Edit Main Document.
A mail merge toolbar appears below your current toolbars.

14. Click where you wish the data to appear within the letter, i.e. the name will appear by
Dear and the address will appear above the letter text on the left-hand side.
15. Click Insert Merge Field on the Mail Merge Toolbar and select the Field that
you wish to appear. Repeat this until you are happy that all the relevant data is
merged with the letter.
To ensure that what you have done is correct click the View Merged Data icon
adjacent to Insert Word Field and the data will appear within the letter as per the table.
Click through the records via the next and previous record icons.
16. Save the merged letter as MERGE.
Note:It is also possible to convert text, which is broken by commas (i.e. John, Paul,
Ringo, George) into a table to act as a data source.
Select all the text that is to appear within the table titles included.
Click table and convert text to table from the drop down menu. Ensure the
number of columns and rows are correct and click OK. The table is made for you.