What Do You Understand by Mail Merge?
Mail merge consists of combining mail and letters. This feature is usually employed in a word processing document which contains fixed text and variables which act as placeholders that are replaced by text from the data source word to envelopes for mailing labels for mass mailings from a form letter. A word processor is a device or computer program that provides for input, editing, formatting, and output of text, often with some additional features.
The functions of a word processor program fall somewhere between those of a simple text editor and a fully functional desktop publishing program. Mail merge is a tool for writing a personalised email or letter to many people simultaneously. It imports data from other sources like worksheets and uses it to replace placeholders throughout the message with the relevant information for each individual that is being texted. The mail merge feature is also known as the Merge field.
Mail Merge
Uses of Mail Merge
The mail merge feature of MS Word allows us to create labels, envelopes, and letters with personalised input. For merging, we require two documents, the main document with the text that identifies where the main data is to be inserted and a data source document which contains the variable information to be inserted.
Uses of Mail Merge in Everyday Life
This invaluable tool can be used for everything from business to personal relationship management, and you can even use it to hire your next accountant. Here are some ways mail merge can be used in everyday life:-
The Automated Way to Get More Relationships: Inviting friends to dinner, or throwing a party can be executed with a mail merge. Your message can be as generic or personalised as you’d like depending on how many custom inserts you include.
Saves Time: Finding accounting and law services online is easy, but contacting each of them individually means a lot of time chasing down potential providers. By using mail merge, you can reach hundreds of providers via email and quickly ask all the right questions.
Job Applications: Searching and applying for jobs can feel like a full-time job. Sending emails with every resume and personal note is tedious and time-consuming. You can simplify your application process by creating a basic introduction template that can be sent to multiple potential employers at once.
Mass Mail Sending
Advantages of Mail Merge
Mail merge has several advantages. Some of the advantages are listed below:-
The Mail Merge feature makes it easy to send the same letter to a large number of people. Many people can be selected at once, so we can send them the letter easily.
By using Mail Merge, we don’t have to type each recipient’s name separately in each letter.
We need to proofread only the main document.
It is economical and saves a lot of time. It doesn't cost very much as at a time many letters can be sent.
It is easy to edit the letter as a single change made in the main letter will be reflected in the letters meant for all other recipients.
Summary
Mail merge lets you create a batch of documents that are personalised for each recipient. Mail merge is a word processing procedure which enables you to combine a document with a data file, while a word processor is a computer program that provides for input, editing, formatting, and output of text, with some additional features. The mail merge feature of MS Word allows us to create labels, envelopes, and letters with personalized input.
Learning by Doing
Fill in the blanks.
__ lets you create a bunch of documents that are personalised for each recipient.
__ documents are required to help in the process of merging.
A __ is a device or computer program that provides for input, editing, formatting, and output of text, often with some additional features.
Sample Solved Questions
1. What is Mail Merge? State its features.
Ans: Mail merging means to plug data from an address table into form letters, e-mail messages, envelopes, address labels, or a directory. The four types of mail merge main documents are letters, envelopes, mailing labels and catalogues.
The mail merge feature of MS Word allows us to create labels, envelopes, and letters with personalized input. For merging, we require two documents, the main document with the text that identifies where the main data is to be inserted and a data source document which contains the variable information to be inserted.
2. How is mail merge helpful in everyday life?
Ans: There are numerous ways in which mail merge can be useful. Some of them are listed below:-
One standard letter can be written and sent to all without having to add each name manually.
It is the most convenient way of sending the same letter to many people at the same time without having to add names and addresses to each of them.
It helps in saving a lot of time.
FAQs on Introduction to Mail Merge - Feature of MS Word
1. What's a word processor?
Word processing refers to using a computer to create, edit, save and print documents. To perform word processing, specialised software known as a Word Processor is needed.
One example of a Word Processor is Microsoft Word, but other word processing applications are also widely used.
Some of the functions of word processing software include: creating, editing, saving and printing documents. Copying, pasting, moving and deleting text within a document. Formatting text, such as font type, bolding, underlining or italicise.
2. What is the difference between mail and mail merge?
Mail merge combines mail and letters and pre-addressed envelopes or mailing labels for mass mailings from a form letter. Electronic mail is a method of exchanging messages between people using electronic devices.
3. What is an example of a mail merge?
Mail merge entails combining mail and letters and pre-addressed envelopes or mailing labels for mass mailings from a form letter. In other words, it is the automatic addition of names and addresses from a database to letters and envelopes This feature is usually employed in a word processor.
