Practical - 68 :- Mail Merge in Word Processing And Print Documets

 

AIM: Mail Merge in Word Processing

Objective

To create a personalized mass mailing (letters/notices) by linking a Main Document with a Data Source.

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Requirements

• Hardware: Desktop PC / Laptop.

• Software: Microsoft Word (or any Word Processor).

• Data: A list of 5 students (Name, Roll No, City).

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Basic Concept (Workflow)

Main Document (Common Letter) + Data Source (Recipient List) = Merged Result (Individual Letters).

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Step-by-Step Procedure

Step 1: Create the Main Document

1. Open MS Word and type a common letter (e.g., An invitation for OJT).

2. Leave blank spaces where you want to put the Name and Roll No.

Step 2: Create the Data Source

1. Go to the Mailings tab.

2. Click Select Recipients --> right arrow Type a New List.

3. Enter 5 students' details (Name, Roll No, City) and Save the file.

Step 3: Insert Merge Fields

1. Place the cursor where the name should go.

2. Click Insert Merge Field and select "First_Name".

3. Repeat for "Roll_No" and "City".

• It will look like this: <<First_Name>>, <<Roll_No>>.

Step 4: Preview and Finish

1. Click Preview Results to see if the names appear correctly.

2. Click Finish & Merge --> right arrow Edit Individual Documents.

3. Select All and click OK. (This creates 5 separate letters in a new file).

Step 5: Printing the Documents

1. In the Mailings tab, click Finish & Merge -->right arrow Print Documents.

2. Select All and click OK.

3. In the Print Dialog, select your printer, set Paper Size to A4, and click Print.

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5. Observation Table

Sr. No	Task	Action Taken	Result
1	Data Entry	Created a list of 5 trainees	Database saved as .mdb file
2	Field Insertion	Inserted <<First_Name>>	Placeholder appeared in letter
3	Merge	Clicked Finish & Merge	5 personalized letters generated
4	Printing	Selected A4 and clicked Print	Hard copies produced successfully

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6. Diagram (The Mail Merge Process)

[ Main Letter ] + [ Student List ] > |down arrow

[ Insert Merge Fields ] > |down arrow

[ Preview & Finish ] > |down arrow

[ Final Printed Letters ]

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7. Conclusion

The experiment demonstrates how Mail Merge saves time by generating multiple personalized documents from a single template and a database.