The text in an output document can be the same in all output documents, but you can apply formatting to specific documents.
- Step 1: Set Up the Excel Data File.
- Step 2: Set Up the Main Document.
- Step 3: Specify the Excel Data Source.
- Step 4: Select the Recipients.
- Step 5: Complete the Letter and Add Merge Fields.
Mail merging is the process of combining a template or a master document with a data source, typically a spreadsheet or a database, to create personalized and customized documents. It is commonly used to automate the creation of large numbers of documents, such as personalized letters, labels, envelopes, or emails.
The process typically involves two main components:
- Template or Master Document: This is the document that serves as the base or framework for the merged documents. It contains the static content that remains the same across all the merged documents, such as the body of a letter or the design of a label. The template document may also include placeholders or fields where the personalized information will be inserted.
- Data Source: This is the collection of data that provides the personalized information for each individual document. It is usually in the form of a spreadsheet or a database, where each row represents a unique record or recipient. The data source contains the specific details that need to be merged into the template, such as names, addresses, or other relevant information.
During the merging process, the software or tool used for mail merging takes the template document and systematically combines it with the data source. It replaces the placeholders or fields in the template with the corresponding data from the data source, generating a set of merged documents. Each merged document is customized with the specific information from the corresponding record in the data source.
Mail merging is widely used in various contexts, such as business communications, marketing campaigns, mass mailings, or any situation where a large number of personalized documents need to be created efficiently. It saves time and effort by automating the repetitive task of individually customizing each document, resulting in faster and more accurate document creation.