How to create a Mailmerge using the Programs word and access
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Transcript of How to create a Mailmerge using the Programs word and access
How to create a Mailmergeusing the
Programs word and access
By Mrs Douglas 22 October 2010
Load Word
Click on: Tools/Letters and Mailings/Mail Merge
Right click on the blue bar and then choose
mailmerge
Step 1
• Ensure Letters is selected
• Click Next: Starting Document
Step 2
• Ensure Use the current document is selected
• Click Next: Select recipients
Step 3
• Select Type a new list
• Click Create
Click Customise button
Use these buttons to create these 7 fields
Step 4
Type in the 5 company stockholders records – click New Entry in between
Click Close after the 5th
Save the list in your BTEC Unit 1 folder
Call it Address List
Step 5
Step 6
Click ok
Click Next: Write your letter
Step 7Insert the Toytastic logo and address as shown
Type in the reference – insert your own initials
Type in today’s date and press enter twice.
• Click the INSERT MERGE FIELDS button.
• This dialogue box will appear.
• Choose a field name, click INSERT and then CLOSE.
• Insert spaces between the fields and press ENTER at the end of each line.
• Repeat this until your letter has all the fields needed – it should look like this example.
Step 8
Step 9Using your own words, complete the rest of the letter.
Step 10
Click the MERGE TO NEW DOCUMENT button.
Click OK
The letter will have merged with the 5 names and addresses to produce 5 letters.
Go to the program access and open up the address list file and screen shot this into your btec unit 1 portfolio
Screen shot all of the following and add to your
btec unit 1 portfolio
1. A copy of the letter showing the merge fields
2. A copy of all five letters to the company shareholders
3. Company shareholders contact list (address list file in program access)