Using Mail Merge to Create a Cover Letter:
1. Open the file named SurveyCoverLetter into Microsoft Word.
2. Use Insert and Date and Time to insert today’s date into the letter at the appropriate place. Use the Month Day, Year format that looks like September 27, 2000.
3. Use Tools and Mail Merge to import the names and addresses from the Excel file named VisitorNames into the letter.
- Main document - Choose Create and use active window
- Data Source – point to the VisitorNames.xls file (may need to show “all files” to find it)
- Edit main document to insert fields at appropriate place from the excel database
To place a merge field in the document:
Place cursor where you want the field (or select First Name). Choose Insert, Field
Choose Mail merge and Merge Field. In box after MERGEFIELD, enter name of the field from the excel file (one of First_Name, Last_Name, Address,City,State,Zip, Salutation). Click OK - it should enter a field <First_Name> in the document.
Repeat this for all the places you want to insert a field.
Be sure to leave a space between fields where you want one in the final letter.
4. When document is ready, go back to Mail Merge (Tools, Mail Merge) and select Merge in step 3. Choose Merge to new document. It will create a new document called Form Letters with a distinct letter for each person in the database. Check this for accuracy and then you could print.
Practice Exercise:
Format the questionnaire found in the StateParkSurvey file. Use the skills covered in the lab to make the questionnaire logical and easy-to-read. Create a one-page cover letter that could be mailed out with the state park survey and use Mail Merge to link it to a database you create that contains three names and addresses.