3. How mail merge works
A main document is created which contains the basic information.
This is then combined or merged with data, usually from a
separate file, to create a single merged document.
4. Data source
• Contains data that will be combined with the main document to create a
number of different, or personalized, versions of the main document.
• Main documents contains the portions that will be exactly the same for
all the versions of the documents (the merged document). The main
document also contains field that will receive data from the data source
• It could be a worksheet in a spreadsheet, a database table (or query), or
a table in a word processing document. Since database often store
information such as address details and similar data, they are the most
common data source for mail merges
6. 1.Create a new database
• Open Access
• Click on the blank database icon
• Type a file name and save it
• Click on create
• (a database window for a new database will
appear in datasheet view)
7. 2. Start designing (adding fields to) a new
table
• Use the view command or right-click on table 1 in the
left pane and choose design view
• Enter the table name
• Click ok
Note: when you create a table, Access gives the first
field name ID, with a data type of Autonumber, and
makes it the primary key by default.
8. 3.First complete the top part of the window as
follows:
to select the data type: click in the open space in
the data type columns. A drop-down list will appear
with the names of all the available data type.
9. 4.Specify the following fields sizes or
formats of the fields in the bottom part of
the window (field properties)
Field name Field size/format
First name 20
surname 25
Sport 20
Date of birth Medium number
Sports fees paid Yes/no (default)
12. Steps that must be followed when creating
mail merge
1. Start the mail merge and specify the main document type
• Click on the mailing tab and then on start mail merge in the
start mail merge group.
• The document type letters can be used for letters or similar
documents such as certificates. Select letters.
13. 2.Select the recipient, that is the data
source
• Click on select recipients
• Recipients data is usually already available in a database or a
spreadsheet, so select use an existing list.
• Browse for the database or spreadsheet and click on open.
• If you wish to include data only from certain records, click on edit
Recipients list (in the start mail merge group). Click ok.
14. 3. Insert the merge fields
Complete the main document by inserting the merge
fields from your data source into the appropriate places
in your main document.
The following steps must be followed for each field
that you want to insert:
• Place the cursor where you wish to insert the field.
• Click on the arrow on the insert merge field
command.
• Select the field from the drop-down list that appears.
16. 5.Finish the merge
• Click on finish & merge in the finish group
• Click on edit individual document…..this will enable you
to save the merged letters in a new word document.
• You are now given the option to merge either all the
records, or a selected range of records. Make your choice
and click OK.
18. CLASS WORK!
Consider the following scenario:
you are the school clerk and the principal asked you to
send invitation letters of the meeting that will be held on
Thursday for grade 11 class who are doing CAT to their
paren.
NB: you need to create a database table then after do the
mail merge from the information on database
you need only five learners.
