Mass Mailing; Mail Merge Letters –
Creating A New Mailing
List
Mail Merge
defined: You want to send the same letter, with the same information to many
different recipients (sales letter, maybe a letter asking for donations, etc)
USE THIS VERSION OF MAIL MERGE IF NEED TO CREATE A NEW MAILING (you don’t have
one already created.) . Later on in this book are the instructions to use Mail
Merge if you already have a list of recipients (listed in an Excel spreadsheet…or
maybe you want to use the list of people in your Outlook “Contacts”)
1.
Open the word
document you want to mail to multiple people (if you do not have a letter
created, open a new blank document, type your letter and save it. Leave it open
on your screen). If you are prompted with this screen immediately below…click NO.
2.
MAILINGS tab
3.
START MAIL
MERGE group
4.
Click START MAIL MERGE icon
5.
Click STEP BY STEP MAIL MERGE WIZARD
6.
The MAIL MERGE task pane is on the right side of your screen (image below)
SELECT DOCUMENT TYPE
7.
On the right
side of the screen in the task pane Choose “LETTERS”
8.
In the bottom
right corner of the task pane click
9.
“NEXT: STARTING DOCUMENT”
SELECT STARTING DOCUMENT
10. On the right
side of the task pane
11. Choose “USE THE CURRENT DOCUMENT”
12. In the bottom
right corner of the task pane click
13. “NEXT: SELECT RECIPIENTS”
SELECT RECIPIENTS
14. On the right
hand side in the task pane choose “TYPE A NEW LIST”
15. Click CREATE
16. In the NEW ADDRESS LIST dialogue box enter
your recipient’s information
17. To enter a new
recipients information click the NEW
ENTRY button
18. When finished
entering all recipients click OK
19. Save the list of
names and addresses to a location.
20. Click OK to close the MAIL MERGE RECIPIENTS dialogue box
21. NOTE: Once you
have closed the MAIL MERGE RECIPIENTS
dialogue box; if you want to add more recipients, all you have to do is on the
right side of the screen click Edit recipient list…(This is at STEP 3 OF 6 that you will see this option).