Dicuss the three ways to select a document for mail merge.
Answers
Key points:
Mail merging is one of the most essential and helpful features of Outlook 2013 which uses the Microsoft Word 2013 engine to produce and create personalized emails to several contacts in just few clicks. This has helped many users, not only in businesses, but also at home, in sending several messages all at once. Using the mail merge option in Outlook can save you a lot of time in composing and sending messages to a number of contacts.
Mail merging can be done from Microsoft Word 2013 or from Microsoft Outlook 2013. Here are the three easy steps to do this:
1. Select your target contacts – choose the contacts you want to write to.
There are two ways to do this – the first is by holding down the Shift key when your contacts are found next to each other; second is by holding down the Control key as you click the contacts that are not together.
2. Click the Mail Merge tab found on the Home Ribbon.
This can be done using five easy steps enumerated below, as seen in the picture.
In the Contacts Option, you can choose between using all the contacts in the current view or use only the selected contacts.
Next, you can choose which fields to merge – either all or just the contact fields in current view. This option will allow you to pick individual fields to personalize the messages.
In the Document File option, you may choose to create brand new message or just use an existing document. There is an option to “browse” an existing one.
In the Merge Options, you can select from dropdown what document type to use and where to merge it to. In choosing “E-Mail” in the “Merge to” dropdown, this will tell Outlook that you are creating email and not a document. There is also a space for the subject line of the message.
Click Ok to save and apply everything.
3. Create your message once Outlook initializes the Word workspace.
To complete the merge process, you will be directed to Microsoft Word to create the message. You will see there the Word Mail Merge Ribbon, as seen below.
Take note that in Outlook, you have already selected the recipients and set the subject line – so you don’t need to do this anymore. You will now start on addressing the message to each individual and add text. You can have a preview of it before completing the merge.
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