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Word - Mail merge Tutorial

In this video, you will learn about mail merge.
The video covers how to personalize mass mailings by adding individual elements to labels, letters, envelopes, and emails.
It demonstrates how to start with a main document, attach a recipient list, and add mail merge fields.
Word automatically fills in the fields with recipient information and generates individual documents.
This will help you efficiently send personalized emails, letters, and envelopes to your contacts.

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Available in Microsoft365

Objectifs :

This course aims to teach participants how to effectively use mail merge in Microsoft Word for personalized mass mailing, including emails, letters, and envelopes. Participants will learn to create individualized documents by integrating recipient-specific information seamlessly.

Chapitres :

Introduction to Mail Merge
Mail merge is a powerful tool for mass mailing that allows you to personalize each document for individual recipients. This process can be applied to various formats, including labels, letters, envelopes, and emails. By starting with a main document and attaching a list of recipient information, you can add specific elements to any part of the document, from greetings to images.
Getting Started with Mail Merge
To initiate the mail merge process, navigate to the Mailings tab in Microsoft Word and select 'Start Mail Merge' followed by 'Step by Step Mail Merge Wizard.' Choose the type of document you wish to create and click 'Next.' You can either start a new document from a template or use an existing document. For this course, we will select 'Use the Current Document' since our document is already open.
Selecting a Recipient List
A recipient list can be sourced from three locations: an existing list (like one created in Microsoft Excel), Microsoft Outlook contacts, or a new list that you type manually. For example, if you want to send an email to customers in your Outlook contacts, select the appropriate contacts folder. Word will then add these contacts to your recipient list.
Editing the Recipient List
Before executing the mail merge, you have the option to review and edit the recipient list. If your list is extensive, you may want to send emails in smaller batches. You can sort the list by last names and uncheck the box at the top to deselect all contacts, allowing you to select only those with last names starting with specific letters, such as B, C, and D.
Adding Mail Merge Fields
Next, you will add mail merge fields to your email message. For simplicity, we will insert a greeting line field. First, delete the existing greeting and select 'Greeting Line.' Choose a format, keeping 'Dear' but opting for a less formal name format. If there is an issue with the recipient's name, Word will insert a generic greeting. We will change this to 'Dear Customer' followed by a comma.
Previewing the Emails
After inserting the merge field, click 'Next' to preview how each email will appear. Word temporarily replaces the merge fields with actual entries from the recipient list, allowing you to check the formatting and content before sending. This step is particularly useful if your email contains multiple merge fields.
Completing the Mail Merge
If everything looks satisfactory, click 'Next' to finalize the merge. Select 'Electronic Mail,' add a subject line for the emails, and click 'OK' when you are ready to send them. While the wizard provides a helpful guide for beginners, experienced users can often expedite the process by entering options directly.

FAQ :

What is mail merge?

Mail merge is a process that allows you to create personalized documents for mass mailing by merging a main document with a list of recipient information, enabling you to send individualized messages to multiple recipients.

How do I start a mail merge in Word?

To start a mail merge in Word, go to the Mailings tab, click on 'Start Mail Merge', and then select 'Step by Step Mail Merge Wizard' to guide you through the process.

Can I use my Outlook contacts for mail merge?

Yes, you can use your Outlook contacts as a recipient list for mail merge. You need to select the appropriate contacts folder in Outlook when setting up the mail merge.

What types of documents can I create with mail merge?

You can create various types of documents with mail merge, including emails, letters, labels, and envelopes, all personalized for each recipient.

How can I preview my mail merge emails?

You can preview your mail merge emails by clicking 'Next' in the mail merge wizard, which temporarily replaces the merge fields with entries from the recipient list, allowing you to see how each email will look before sending.

What should I do if I want to send emails in chunks?

If you want to send emails in chunks, you can sort your recipient list and uncheck the box at the top to deselect all contacts, then select specific contacts based on criteria such as last names.

Quelques cas d'usages :

Personalized Marketing Campaigns

Businesses can use mail merge to send personalized marketing emails to customers, enhancing engagement and improving response rates by addressing recipients by name and tailoring content to their preferences.

Event Invitations

Organizations can utilize mail merge to send out invitations for events, ensuring each recipient receives a personalized invitation that includes their name and specific event details.

Customer Follow-ups

Sales teams can apply mail merge to follow up with customers after a purchase, sending personalized thank-you emails that include relevant product information and offers.

Newsletters

Companies can create and distribute newsletters using mail merge, allowing them to personalize each newsletter with the recipient's name and tailored content based on their interests.

Surveys and Feedback Requests

Organizations can send out surveys or feedback requests using mail merge, personalizing each email to encourage higher response rates and gather valuable insights from customers.

Glossaire :

Mail Merge

A process that allows users to create personalized documents for mass mailing by merging a main document with a list of recipient information.

Main Document

The primary document that contains the content to be sent to recipients, which can include text, images, and mail merge fields.

Mail Merge Fields

Placeholders in the main document that are replaced with actual recipient information during the mail merge process.

Recipient List

A collection of recipient information, which can come from various sources such as Excel, Outlook contacts, or a manually typed list.

Greeting Line

A specific mail merge field that inserts a personalized greeting for each recipient, such as 'Dear [Name]'.

Electronic Mail

A method of sending messages electronically, commonly known as email.

Microsoft Excel

A spreadsheet program used for data organization and analysis, often utilized to create recipient lists for mail merges.

Microsoft Outlook

An email client and personal information manager that can store contacts and manage emails, often used in conjunction with mail merge.

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that you individualize for each recipient.

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You can add individual elements to any part of

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a label, letter, envelope, or email

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from the greeting to the entire document, even images.

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You start with a main document.

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Attach a list of recipient information

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and add mail merge fields.

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Then Word automatically fills in the fields

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with the recipient information and generates

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all the individual documents.

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In this course we'll start with email

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then move on to letters and envelopes.

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Here's a quick way to get started.

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On the mailings tab, click Start Mail Merge

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and Step-by-Step Mail Merge Wizard.

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Select the type of document you want to add mail merge to

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and click next.

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Here you can start a new document from a template

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or existing document.

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Since our document is already open,

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we'll select Use the Current Document.

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A recipient list can come from one of three places:

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An existing list such as a mailing list

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you created in Microsoft Excel,

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Microsoft Outlook contacts,

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or you can type a new list.

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Let's say we want to send an email

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to customers in our Outlook contacts.

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When you select this option, you also need to choose

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which contacts folder to use.

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I've already created a folder in Outlook

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to hold my customer contacts,

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so we'll select that one and click OK,

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and Word adds the contacts to a recipient list.

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If you want, you can check through the list

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and edit it before you run the mail merge.

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For example, if you have a large list

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you may want to send the email in chunks.

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You can click the arrow next to last

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and sort the list in ascending order.

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Uncheck the box at the top to uncheck all the contacts

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then start by sending email only to contacts

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with last names that begin with B, C, and D.

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When you're done, click OK.

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Next, we'll add the mail merge fields to the email message.

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Let's keep it simple and just add a greeting line field.

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Delete the one we have there now

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and click Greeting Line.

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First select a format.

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We'll keep Dear, but let's change the name format

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to something less formal and we'll keep the comma.

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If there's a problem with the recipient name,

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Word inserts this generic greeting.

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Let's change it to Dear Customer with a comma.

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Down here you can click through the contacts

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to preview the greeting line for each one.

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When you're done, click OK and Word inserts the merge field.

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Click Next and Word temporarily replaces the merge fields

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with entries from the recipient list

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so you can preview how each email will look

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before it's sent.

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This is particularly useful if your email contains

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a lot of merge fields.

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If everything looks okay, click Next to complete the merge.

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Click Electronic Mail,

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add a subject line for the emails,

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and click OK when you're ready to send them.

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So the wizard can help you get up to speed with mail merge

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but once you know the process, you can often go faster

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by entering the options directly.

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Up next, we'll do that when

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we print letters with mail merge.

Mandarine AI: WHAT YOU SHOULD KNOW

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