These are not the actual fields, yet this highlighting is simply to help us mark those locations for when we do add them. We have highlighted in green where we want the mail merge tool to create the personalized fields. We also added a simple WorldCorp logo at the top of the letter. The template used is called Business Letter (simple design) to create the letter. This letter will be sent to WorldCorp customers, informing them of the upcoming holiday hours for the warehouses so that they can plan for delayed shipments.įigure 5.19 shows a form letter to inform the customers of the holiday closures. You can type it up yourself based on the example in Figure 5.19, or use the text provided in the downloadable Mail Merge document. In this example, let’s use a business letter template as the main document. The main document could be an existing document, a template (.dotx) document, or a brand-new document. The first step of the mail merge is to compose your main document. You will learn how to build a main document, your source document, insert merged fields, and merge to finalize your letter. Let’s walk through an example of how to use the mail merge tool to send out a set of personalized letters to customers. For example, if the form letter is one page and you have fifty clients, Word will create a merged document of fifty letters that can be printed. ![]() This merged document will show the personalized customer information in the designated blank fields on the main document, then multiply this form by the number of recipients. Finally, information in the source document and the information in the main document are combined to create the merged document. ![]() A business may already have this document in Excel or Access, as some businesses keep a running contact list. Or, you can create a new list of names and addresses. ![]() The source document can be a document that already exists, such as a list in Microsoft Excel or Access (we will talk about these programs later in the text). Then, you need to create your source document, a separate document that has all the required information that will go into the blank customizable fields, such as postal addresses or email addresses. The main document will have blank spaces, or fields, where personalized information will go. The process typically begins with the composition of the communication that you want to send to the recipients this is referred to as the main document. The mail merge tool makes sending letters or emails to hundreds or thousands of people relatively easy. These blanks are fields that can be programmed to contain personalized information: the recipient’s given name, phone number, address, or any other type of customized field. Mail merge is a tool in Word that lets the user write a form letter or advertisement, while leaving some areas of the document blank. How do businesses automate this personalized process? One way to do this is by using mail merge. These communications are sometimes personalized with the name of the recipient. Some of these communications may be printed ads some may be email newsletters. ![]() Many businesses stay in touch with their clients and customers using some form of communication. Although there are third-party companies that offer these large mailing type services, the mail merge features in Word are free and simple to learn. The mail merge tool in Word is one way to create these autogenerated letters. In form letters, the content of the letter is the same for all recipients, but certain information may be personalized or customized. This can be made easier through the use of form letters, which are a kind of template for communication. With an increase in volume, the sales team needs to handle hundreds or thousands of clients every day. One form of automation is the streamlining of communication with customers. As a result, companies need to find ways to make their everyday business process more efficient and automated. An increase in size usually means an increase in revenue, but this comes at the cost of an increase in units produced or services rendered. Set up a source document for mail mergeĪs companies grow, they may need to scale up their production methods.Understand the purpose and function of mail merge.By the end of this section, you will be able to:
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