Practical Question
Print envelopes with from addresses and to addresses using Mail-merge. Use mail merge facility for sending a circular letter to many persons. Use mail merge facility for printing mailing labels in MS-Word.
Suggested Answer & Procedure
Mail merge in MS Word lets you efficiently personalize and print envelopes, circular letters, and labels for multiple recipients. By connecting a data source (e.g., an Excel list), you eliminate manual typing.
1. Printing Envelopes with Addresses
1
Start the Merge: Open a blank Word document, go to the Mailings tab, click Start Mail Merge, and select Envelopes.
2
Set Size: Select your envelope size in the Envelope Options dialog and click OK.
3
Connect Data: Click Select Recipients > Use an Existing List and upload your recipient data (e.g., Excel spreadsheet).
4
Insert Addresses: Type your return address in the top left corner. Click the center of the envelope, then click Address Block to insert the recipient fields.
5
Print: Click Preview Results to check the layout. Click Finish & Merge > Print Documents.
2. Sending a Circular Letter
1
Draft the Letter: Open a blank document and type your circular letter. Leave space for the recipient's details and a personalized greeting.
2
Start the Merge: Go to Mailings > Start Mail Merge > Letters.
3
Connect Data: Click Select Recipients > Use an Existing List and attach your recipient database.
4
Insert Fields: Click Insert Merge Field to add personalized elements (like «First_Name» or «Address») into the body of the letter.
5
Complete: Click Preview Results, then Finish & Merge > Print Documents to print or Send Email Messages if you are emailing them.
3. Printing Mailing Labels
1
Start the Merge: Open a blank document, go to Mailings > Start Mail Merge, and select Labels.
2
Choose Label Size: Select your label vendor and product number (e.g., Avery 5160), then click OK. Word will format your document with a grid.
3
Connect Data: Click Select Recipients > Use an Existing List and upload your address file.
4
Setup Labels: Click Address Block in the first label space. Click Update Labels to copy this format to all the remaining labels on the page.
5
Print: Click Preview Results and then Finish & Merge > Print Documents.