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MAIL MERGE - MICROSOFT WORD

You use mail merge when you want to create a set of documents that are essentially the same but where each document contains unique elements. For example, in a letter that announces a new product, your company logo and the text about the product will appear in each letter, and the address and greeting line will be different in each letter, source - microsoft.com.
Here are the steps

step 1

Create your invitation / greetings or change of address standard letter. Keep some space between To, and Dear Sir/ Madam. This is the place where the Names and Addresses of all your clients/friends will be merged without individually writing it.

Step 2

Once this letter is created. Goto Tools menu and click Mail Merge option.

Step 3

A mail merge helper window opens select create - form letters.

Step 4

Next select active window.

step 5

Select GET data
Step 6

In this step either choose create data source OR Open data. For the first time it will be create data source and these steps are based on that assumption.

Step 7

Choose field names i.e Name, address1, address2, city and pincode etc.

Step 8.

Save this empty database giving it a proper name.

Step 9

Edit this empty database by selecting edit data source

Step 10

Insert all the names and addresses from your diary/visiting cards etc.
Step 11

Once the database is filled with the names / addresses etc. mail merge toolbar appears at the top.

Step 12

On the extreme left is a button on this mail merge toolbar which says Insert Field names. Click on this button and add all the fields one by one. For each field name give a line break ( otherwise all the data in the letter will be in one straight line )

Step 13.

Once all the fields are entered click on the mail merge toolbar button which says merge to new document.

Step 14

Check out your letter and you will find all the names and addresses appropriately positioned with the content standard in all the letters.