Page 244 - Computer - 9(A&B)

Session 6

Understand and apply Mail Merge

Mail Merge
Mail Merge is the feature in Writer that lets you send a similar document to multiple users. The content of the
document remains same, except for the recipient’s address or some information specifi c to each recipient.
There are many advantages of Mail Merge:
v Letters can be sent to people who meet specifi c criteria.

v A standard letter can be saved and reused.
v The list of addresses can be reused.
v It saves time and effort.
v Once the merge has been set up, thousands of letters can be produced very quickly.

Using Mail Merge
Mail Merge feature is used to send the same letter to a large number of people at the same time. The process of
mail merge involves combining two documents. These documents are:
v Main Document: This is the document that contains the letter or text which is to be sent. For example, an
invitation.

v Data Source: This is the fi le where the addresses of all the recipients are stored.
v Merged document: This is the generated output of the mail merge. The values in the data source are
merged with the main document.
Let us learn how to use the Mail Merge feature.

Create a Mail Merge Document: Letter

v Open a template, if you have one you want to use, or create a new Writer document: File  New  Text
Document, or open a pre-existing document with File  Open.
v Type the text that will be sent to everyone, and plan where you want the merged fi elds. For example, you
will place an address block at the top of the letter, so you’ll leave a few blank lines for that. Then you will
want to add the fi eld, say fi rst name after Dear.

Dear

I hope this letter fi nds you in the best of health and spirits.

You will be glad to know that my birthday falls on 15th August. I am going to celebrate my
birthday at home. We shall have a dance and music programme.

There will be a DJ party at 6:30 pm. I have invited all my friends. I hope you will also come and
join my birthday party.

Convey my regards to uncle and aunty.

Yours sincerely

Arjun Puri

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