CR-T Blog

CR-T has been serving the Orem area since 1992, providing IT Support such as technical helpdesk support, computer support, and consulting to small and medium-sized businesses.

Tutorial: Master the Art of the Mail Merge, Part 2

Last time we spoke about creating your contact list in Excel when performing a mail merge. Of course, you can also use your Outlook contacts, and if you are running any sort of CRM software it is pretty likely it exports its own spreadsheet that can be used in a mail merge. Let's go over how to perform a mail merge now that you have your list.

Let's say you wanted to send off a letter to a few hundred recipients, but you wanted it to be customized with their name and company name. As long as that information is in your list (either the document we made in the previous article or your exported list or Outlook contacts) it can be pulled into the letter.

  1. Open up Microsoft Word. You can start with a blank document , or if you already have a letter written load that up.
  2. Go to the Mailings tab and click Start Mail Merge. If you are using an older version of Word, this option should be under the Tools menu. Under Start Mail Merge, select the Step by Step Mail Merge Wizard.
  3. On the right the wizard will ask you several questions about the type of document you are creating. In this case, select Letters and click next.
  4. You can either use the current document or load an existing one. Make your selection and click next.
  5. The wizard will now ask where your list will come from. You can either choose an existing list (like the one we created in the last article) your Outlook contacts, or it will give you the option to create a new list. We're going to select Use an existing list and click Browse to open it.
  6. Your list will display. You can select the items out of the list you want to pull, letting you exclude certain contacts if you want. There are options here to prune your list and filter things out too. Once you are ready click ok.
  7. Now you can begin writing your letter. On the right you will have a few item options for data that can be plugged into the letter, such as Greeting line. Click Greeting line.
  8. It will give you a few options for your greeting (you can have your own greeting by selecting none), and how the name displays. If your data doesn't match up quite right, use the Match Fields option to select what column in your list pertains to which item (such as matching first name with your firstname column, etc). Once the preview looks good, click Ok.
  9. This will add a <> tag into your letter which will automatically update itself with data from the list. Over on the right, click Next: Preview your letters and make sure everything reads correctly when it inserts the data.
  10. Once everything looks good you can print the letters out!


You can use Mail Merges to create labels, envelopes, custom letters, invitations, coupons, or anything that needs to pull variables from a list.

Need help performing other advanced tasks in your productivity software? Give CR-T a call at 801.222.0930 and let us know what you are trying to accomplish and we can help you work out an effective solution that saves you time and money to get things done faster!

Comments

 
No comments yet
Already Registered? Login Here
Guest
Tuesday, 26 July 2016
If you'd like to register, please fill in the username, password and name fields.

Captcha Image

Tag Cloud

Security Technology Business Management Microsoft Saving Money Internet Privacy Tip of the Week Small Business Workplace Tips Managed Service Provider Software Quick Tips Mobile Office Backup Hardware Data Social Media Cloud Gadgets Productivity Hackers Email Best Practices Business Computing Google Users Malware Network Mobile Devices IT Services Virtualization Hosted Solutions Windows Business IT Support Upgrade Microsoft Office Computer VOIP Passwords Communication WiFi Smartphones Miscellaneous Business Continuity Innovation Efficiency Windows 10 Smartphone Holiday Vendor Management Server Disaster Recovery Mobile Device Management Marketing User Tips Facebook Apple Best Practice Office Operating System Current Events Android Browser Outlook Going Green App Bring Your Own Device Mobile Computing Spam Remote Computing Alert Remote Monitoring Lithium-ion Battery Trending The Internet of Things Wireless Technology History Humor Gmail Content Filtering Customer Relationship Management IT Solutions Health Tutorials Windows 8 Big Data Information Technology Printer Fax Server Apps Internet of Things Unified Threat Management Retail Maintenance Avoiding Downtime Save Money IT Consultant Office Tips Application Computer Repair Saving Time Ransomware Excel Artificial Intelligence Social Automation Administration Virus iPhone Education Inbound Marketing The Cloud Hacking Phone System Computers BYOD Business Growth User Error Google Analytics Hard Drives Proactive IT Data Management Customer Service Tech Support Digital Payment Antivirus Password Router Robot Presentation PowerPoint Firewall Display LiFi Social Networking Analyitcs Cybercrime Downtime Website Video Surveillance Network Security Chrome Employer-Employee Relationship Laptop Piracy Mobile Hacker Competition Risk Management Augmented Reality Money Touchscreen Data storage Upgrades Mouse Safety Sports Bandwidth Phishing Printing IBM Net Neutrality Tools Point of Sale Wi-Fi Settings User VPN Tablet End of Support Business Owner Running Cable Search Drones File Sharing Text Messaging Alerts Skype PC Care Two-factor Authentication Network Congestion Wearable Technology Consumers Scary Stories It Issues IT service Conferencing Debate Personal Information Trojan Undo Budget Collaboration Remote Support LinkedIn Leadership Webinar Office 365 Monitors Deep Learning Managed Service Providers Webcam Java Legal Intranet Specifications Buisness Work Station Best Available Fun Writing Web Marketing Entrepreneur Alt Codes Value Programming Windows 8.1 Update 3D Help Desk Domains Print Server Disaster Encryption Recycling Samsung Cortana Social Engineering Typing Streaming Media Public Speaking Google Drive Law Firm IT YouTube Crowdfunding Co-managed IT Knowledge Managed IT Services Cryptocurrency Business Intelligence Licensing Online Currency Google Docs Computer Accessories Experience How To Word Bitcoin Save Time IP Address Bluetooth Gadget eWaste Virtual Desktop Memory Hacks Hiring/Firing Company Culture Mobile Device Admistrator Storage Outsourcing Environment People 3D Printing Keyboard Shortcuts Training Wireless Dark Data Troubleshooting Hosted Solution Twitter Unsupported Software Scheduling Recovery Computing Phone Systems Scam communications Statistics Macro Mobile Data Gaming Console Refrigeration Google Wallet USB ebay 5G Document Management Halloween Unified Communications Physical Security

Latest Blog Entry

Over the past year, Microsoft’s latest operating system, Windows 10, has gained a massive user base. With over 300 million devices worldwide running it, it’s safe to say that Windows 10 has, thus far,...

Latest News

  • Private Screening of The Hobbit III

    By invitation only

    CR&T’s 18th annual client appreciation event: THE HOBBIT III. This is a private pre-screening before the world premiere.

    Location: Thanksgiving Point Theater
    Time: December 16th 8:30AM (REMEMBER THIS IS 1 DAY PRIOR TO THE WORLD PREMIERE) seating is first come.

    Read more...

Contact Us

Learn more about what CR-T can do for your business.

callphone

Call us today    801.222.0930

116 South Mountain Way Drive
Orem, Utah 84058

facebook twitter linkedin#