To use mail merge, we have to create a main document and a data source. The same data source can be used for more than one main document. The command to use mail merge is available in the tools menu. Open the tools menu. Then choose the mail merge command from the tool menu.

Word displays the mail merge helper dialog box.

• Create a main document
• Create a data source
• Merge the data source with the main document

Creating the main document:
Click the create button located below ‘Main document’. Word displayed a list box that contains various types of mail merge documents we can create. The various options to choose from form letters, maintaining labels, envelopes and cataloger. Since we want to send to same letter to several persons, we have to select the first option i.e. form letters.
Select the form letters option and word displays a message box, showing two options-active window new main document select active window word displays the name of the selected document and a new button-edit in the mail merge helper dialog box.

Creating a data source:
Click the get data button in the mail merge helper dialog box.
Word displays four options in a list box -create data source, open data source, use address book, and header options.

Click ‘create data source’:
Word displays ‘create data source’ dialog box.
The mail merge data source is a special word document. In this document, each row holds one set of data. Further each data row is divided into various segments such as name, address, city, pin etc.

The field names that we propose to use in the data source are defined in the create data source dialog box. Word also enables us to remove those field which we do not want to have.

• Click the OK button in ‘create data source’ dialog box. Word displays the message box with two options-edit data source and edit main document.
• Select / click on edit data source and word displays a data form to enter the data or record, use ‘Add new’ button to enter more records.

Press OK button to close the data form.
Inserting merge fields in the main document.
After setting up the main document and data source the next job is to insert merge fields in the main document. we need to insert these fields in the main document at the appropriate places.

To insert a field:

• Click on insert merge field button on the “mail merge” toolbar
• Word displays all the fields that are defined in the data source.
• Click on one of the field and press enter.
• Continue the same to insert more and fields in the main document

Viewing merged data:
at present the screen displays the field names. When we ask word to merge the data source with the main document, word will replace all these fields with the corresponding values from the records of the data source. If we want to view the merged document, we can use view merge data button on the mail merge toolbar.
If we want to merge data from the second record of data source, click the next record button on the mail merge toolbar. If we want to see field names, click the view merge data buttons.

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