Sometimes you may need to send similar letter to a large number of people. But, each version of letter is not exactly same so, you may need to sit for hours to draft each letter individually.
Normally, the mail content of such letters *** the same and only the specific information changes, such as name and address of the recipients. Microsoft Office Word 2007 Mail Merge feature can be proved to be a very useful tool in such a situation.
Mail Merge feature enables you to generate a set of forms, letters etc., containing similar information that can be sent to a group of people. To use a Mail Merge system, you have to first store a set of information like a list of names and addresses in one file. In another file, you have to write a letter, substituting special symbols in place of names and addtesses (or whatever other information will come from the first file).
Components of Mail Merge
Following are the three main components of Mail Merge process:
The Main Text Document refers to the main contents of the letter.
The Data Source refers to the database that stores the information related to the name and address of the recipients.
The Merged Document refers to the documents that is generated as a result of merging the main text document and the data source which is also refer to as finished documents.
