Mail Merge without any 3rd Party software

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You must send the same letter to several different recipients? No need to type each letter, so that only a few different details. Indeed, by performing a mail merge, you can automatically create a series of letters and envelopes in which only the coordinates and the recipient information is changed. In short, it is a huge time saver.

• To perform a mail merge, you will need to initially establish a database of the recipient list and related information and reference you need for your mail (name, address, gender, ...). This database can be performed in an Excel spreadsheet.
  
  
• The second step is to create the template letter and envelope that you want to use.
  
  
• Finally, it will do so only to mix it all to automatically create and print letters and envelopes.

Create a database with Excel

The picture you are going to do in Excel will be your complete source for all your letters and envelopes. It should contain a list of persons to whom you send your letters and contact information. To do so :

• Launch Excel.
  
  
• Create a table with columns for the following information: Title, Name, Name, Address, Postal Code, City. If you want to include other personal information in your personalized letters, you can of course add as many columns you want.
  
  
• Then fill the array with the list of persons to whom you send your letters.
  
  
• Save your Excel file in the file ListePublipostage.xls example.

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Create a form letter:

In Word, you must now prepare your letter type, that is to say the letter template to use for your mailing. This model will contain all the text identical to each mail.

• In Word, type your letter by replacing the information that must be customized with the mail by a visible mark, such as XXXXX.
  
  
• Now that your document type is created and registered, you must define the merge fields. These fields will be replaced by information from the Excel spreadsheet to generate a single mail recipient. Just click on the Tools menu, click Letters and Mailings then Mail Merge.
  
  
• In the pane that appears, select Letters.
  
  
• Go to the next stage by clicking on Next: Starting document.
  
  
• Select Use the current document and then click Next: Select Recipients.
  
  
• Select Use an existing list and then click the Browse button.
  
  
• Select your hard drive as the Excel file that contains your database and click Open.
  
  
• In the window that opens, select the recipient list that you created with Excel and then click the Open button.
  
  
• Select the sheet that contains your picture and then click the OK button.
  
  
• Word automatically detects the fields and information about the recipients of your Excel spreadsheet. Click the OK button.
  
  
• Close the shutter support direct mail. Now that Word knows the information that you can use it automatically, you must add the merge fields to your document.
  
  
• A toolbar appears when mailing. If this is not the case, view it by clicking the View menu to Toolbars and then click Mail.
  
  
• In your letter you type, select the first visible sign that you've made (XXXXX). Then click on the button Insert Merge Fields in Mail Merge toolbar.
  
  
• In the window that opens, click the field to insert at this location, then click Address for example Insert button.
  
  
• Repeat then the operation to place the various fields of mergers in the appropriate places in your letter.

These merge fields will be replaced by the information in your Excel file in the merge of your direct mail and automatic creation of all your personalized letters.

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Merge information:

The merger will be to create and automatically fill in each letter of your personal information by mail to each recipient.

• Just click on the Tools menu, click Letters and Mailings then Mail Merge to bring up again the aspect of direct mail.
  
  
• Click Next: Preview your letters.
  
  
• Use the buttons>> and <<to cycle through all the letters created automatically and verify that everything is correct.
  
  
• At any time, you can adjust and correct your letters by changing your model. Then click the button Next: Complete the merge.
  
  
• You can then print your personalized letters by clicking the Print button.
  
  
• To create a new document with all your letters in response, select Edit individual letters and click the OK button in the window that appears. A new document will open with your letters in a row.

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Create custom envelopes:

To accompany your letters you can also automatically create custom envelopes with the recipient information. The procedure for creating envelopes is substantially identical to that of the creation of your letter. Here it is :

• Create a new Word document
  
  
• Click the Tools menu, click Letters and Mailings and then click Mail Merge to bring up the Mail Merge pane.
  
  
• Select Envelopes and then click Next: Starting document.
  
  
• Select Change document layout and then click Next: Select recipients.
  
  
• In the window that opens, select your type of envelope and open the Print Options tab.
  
  
• Select the manner in which you insert your envelopes in your printer to print and click the OK button.
  
  
• In the Mail Merge task pane, select Use an existing list and then click the Browse button.
  
  
• Choose the Excel file that contains the recipients and click the Open button.
  
  
• Select the sheet of your Excel workbook where the information and click the OK button.
  
  
• The recipient list is displayed. Click the OK button.
  
  
• Then click the Next button: available to your envelope.
  
  
• Click Address block.
  
  
• Select the display format of the name and address and then click the OK button.
  
  
• Place the field <<AdressBlock(BlockAdresse)>> where you want to print the addresses on the envelope and then click Next: Preview your envelopes.
  
  
• You can then see the results by clicking on the buttons <<and>>. Then click the button Next: Complete the merge.
  
  
• You can then print your custom envelopes by clicking the Print button