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

Latest Blog Entry

Businesses rely on hardware, like workstations, servers, mobile devices, and more, to keep operations moving forward. However, managing these knowledge-intensive machines can demand time and resources...

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#