Envelopes, MAIL MERGE

Envelope:
MS-Word includes tools to help you print onto an envelope. You can adjust the default settings Word has for printing envelopes such as margins and font to best fit your needs.

If you want to include your return address on the envelope, you can set this up before you start working on the envelope.

When you have set up your envelope the way you want, you can print it, as well as save it so that you can reuse it.

When you work as an admin in an office, you may have to send a bundle of mail to customers and staffs at the same time you have to print the address onto each envelope accordingly. So, you can use this tool to create text and then print it onto the envelopes.

How to create the text to print on the B4 size envelopes?
Select Mailings Menu => Click Envelopes Tool => Type your delivery address and return address in each box => Click Option Button => Select B4 in the Envelopes dropdown button and if you need to setup printing order and printer (Select Printing Option Tab and do whatever you want) => Click OK => Click Print button.

For more understanding, look at the screenshot please:

 
Mail merge:
Mail merge is used to create multiple documents at once. These documents have identical layout, formatting, text, and graphics. Only specific sections of each document vary and is personalized. The documents Word can create with mail merge include bulk labels, letters, envelopes, and emails. There are three documents involved in the mail merge process:
 

• Your main document
• Your data source
• Your merged document
  

 
The most important step in the mail merge process is to set up and prepare your data. You'll use your Excel spreadsheet as the data source for the recipient list.

Here are some tips to prepare your data for a mail merge. Make sure:

• Column names in your spreadsheet match the field names you want to insert in your mail merge. For example, to address readers by their first name in your document, you'll need separate columns for first and last names.
• All data to be merged is present in the first sheet of your spreadsheet.
• Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values.
• The Excel spreadsheet to be used in the mail merge is stored on your local machine.
• Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word.

Notes:

• You can import information from your Excel spreadsheet by importing information from a comma-separated value (.csv) or a text (.txt) file and use the Text Import Wizard to build a new spreadsheet.

When you need to create a letter in MS-Word and send it to multiple people via mail, the mail merge is a best option to use in MS-Word because when insert fields like name and address in the document, MS-Word can automatically create a copy for each recipient and replace those fields with that recipient information.

How to do the mail merge for a document?
Select Mailings Menu => Click Start Mail Merge Tool => Click Step By Step Mail Merge Wizard => Select Letters option button => Click Next => Select Use the current document option button => Click Next => Select Type a new list option button and then Click Create Tool => Click Customize columns button => Select field by field and Click Delete button => Click Add button => Type field name “Ex: Name” => Click OK (Do it, up to your need in the same way) => Click OK => Enter the first recipient info and then Click New Entry button (Do it, up to your need one by one in the same way) => Click OK => Type a name to save the document and then Click Save button => Select all the records that you entered => Click OK => Click Next =>Keep the cursor, where the recipients info’s are going to insert and then Click Insert Merge Field Tool => Click a Field “Ex: Name” and then Press Enter key (Do it one by one for the arrangement of the fields and Insert all the fields one by one) => Type your letters in the document => Click Next (After the preview) => Click Next (To complete mail merge).
 
For more understanding, look at the screenshot please: