Mail Merging with Microsoft Excel and Word

Mail Merging with Microsoft Excel and Word

Quick tutorial showing how to create a simple database with Microsoft Excel, and merge the information into a letter created in Microsoft Word.

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Closed Caption:

ok good evening everyone tonight we're
going to show you how to do a simple
mail merge using microsoft office word
and microsoft office excel excel will be
our information or data base so to speak
so I'm going to start microsoft office
excel we're gonna make this a real
simple database just to show you how
this works but you can use the same
techniques to manipulate what you need
first of all we need our field names so
let's say we want to do a mailing list
first
obviously we'll need a name address city
state and zip code
now i'm not going to take the time to
format the excel spreadsheet but we'll
just want to put in some basic
information
start with my name Derek percent stretch
this out a little bit just for review
sake
900 800 south main going to stretch
these out just a bit here is a four-time
SI los angeles I'm just gonna make up
fake addresses here California and 40
what one
ok now we want to do a couple others
just to show you that is going to mail
merge multiple names not just a fluke
where it does just one so we'll do a
Jane Doe who lives at 11 1 south or
north first street in new york city new
york
I don't know what there's a code is
there so we'll say 10 4 11 again we're
just faking this information for now and
we see john smith at one two three
right boulevard
miami florida say 50 22 ok so we have a
basic microsoft excel spreadsheet that
our field names name address city state
and zip and then a bit of information
for example say so let's save this save
it doesn't excel workbook that's fine
you can save it as anything fancy
we're going to just save it to my
desktop for the sake of working here
we're going to call this example
addresses
we'll just leave that off will save it
and that's all we have for now
ok let's go to close this out and let's
start up microsoft word
have a nice flight over here that the
left but that's okay
office microsoft word ok so what we'll
do now is we're going to do just a
simple main let's do a lot for me later
we'll make it real quick and easy
so we're going to go up here at the top
news of microsoft office word version
said 2007 we go to mailings and let's
take it here we're going to do is start
mail merge its been asked us what we
want to do so we're going to start a
letter
yeah that's all you really gotta do so
we want to select our recipients
we want to use an existing list
ok from here we're going to find our
list going by going to the desktop and
finding that example addresses xls
obviously it pulls it up now we didn't
do anything special with the with the
worksheet but we know its own sheet once
we hit the enter button and now we're
going to insert our merge fields
so let's just go so we have name address
city state zip
so first of all we'll answer to date
februari 15 or 16 that guess it is
because i'm doing this at night
we're going to insert some of these
marks of word actually let you do
something quick like an address block
and you know you can put in your
information based on that i like using
the individual merge fields just to know
that i have them where I want them
we're going to insert the name address
city state and zip close that out now
basically two separate these byline name
address
city the space state two spaces in zip
dear mr. and we can even put the name in
here
actually probably should use mr. since
we have a female there so side ear pain
: I like your website please write me
back
seriously
the video producer
now obviously this is not gonna be full
and it had like a normal letter business
letter whatever but it's just for the
example here
so at this point now if we want to
preview results we just click on preview
results of the tells us there were some
main los angeles california use these
arrows to check each of our individual
here you also see here
Jane Doe it's also putting that
information it works a little carried
away there let's just do that
go to our third one john smith and then
once you are ready to merge we would hit
finish merge with edit individual
documents with it
personal notes in each of those letters
or you can do print and even with where
you can actually send an email message
obviously the room to have email
addresses for that we won't get that it
with this video so yet we used Microsoft
Excel spreadsheet to create a very
simple database
microsoft office word create our form
letter
insert our merge merge fields
individually and preview results and
we're done
that's how you use microsoft office
exhale at myself for office word and to
create a mail list family emerg med list