Mail merge is a feature in word processing software that allows users to create customized documents, such as letters or labels, that are personalized with information from a database or spreadsheet. The process involves combining a main document with a data source to generate multiple copies of a document that are unique to each recipient.
Here are the steps involved in using mail merge to send a letter to the students of a class giving their grades in different subjects:
- Create a document template: Start by creating a template document that will serve as the main document for the mail merge. This file have to comprise all the text with a purpose to be the same for each letter, such as the outlet and ultimate paragraphs.
- Prepare the data source: The data source is the spreadsheet or database that contains the information you want to include in each personalized letter. In this case, the statistics source will comprise the names of the scholars and their grades in extraordinary subjects.
- Connect the data source: In the mail merge wizard, you will need to connect the main document to the data source. This is completed through deciding on the “Use an present list” choice and navigating to the area of the statistics source.
- Insert merge fields: Next, you will need to insert merge fields into the main document where you want personalized information to appear. In this case, you would insert merge fields for each student’s name and their grades in different subjects.
- Preview the merge: Before sending the letters, you will want to preview the merged documents to ensure that they appear as expected. This can be done by selecting the “Preview Results” option in the mail merge wizard.
- Complete the merge: Finally, you can complete the merge by selecting the “Finish & Merge” option in the mail merge wizard and choosing the option to “Print Documents” or “Email Messages.” The result will be a set of personalized letters, one for each student in the class, with their respective grades in different subjects included.
By using mail merge, you can save time and effort by creating personalized letters in bulk, rather than having to manually write or type out each one individually.