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Summary

This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet.

When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:

• The main document contains the basic text that is the same in all of the output documents. It may contain a letterhead, text, and instructions in merge fields for inserting text (such as recipient names and addresses) that vary from one output document to another.
• The recipient list is a database that contains the data that is to be merged into the output documents. For example, the recipient list is a Microsoft Access database file or an Excel worksheet.This database is typically a list of names, addresses, phone numbers, and other categories of personal information.
• The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents.

  Write documents by using pre-written paragraphs

  If you work in a Customer Support department I’m sure you must send lots of emails every day. What’s more, I bet many of them are almost identical, changing only some text bits like the customer’s name or the product you’re referring to.

  If this is your case, then you’re going to love this application. The Form Letter Machine enables you to produce formal letters in a much faster, easier way. It lets you create and save fragments of text you’re likely to use very often, such as introductory paragraphs, apologies, explanations and so on. These fragments are then organized in a tree structure, so that you can easily use them to build your letter and then copy it directly to the Clipboard. The program also takes care of the possible variations, although this bit is not that clear.

  The program features a very simple yet customizable interface and it’s definitely a great time-saver for repetitive emails and letters.

  Leading and trailing spaces in variable values are no longer trimmedWhen an output file is specified on commandline and user quits without saving, the output file is deleted

  Changes

  • Leading and trailing spaces in variable values are no longer trimmedWhen an output file is specified on commandline and user quits without saving, the output file is deleted

  Author’s review

  PROS

  • You can have as many text fragments as you want

  • Structure makes it very easy to use

  CONS

  • Managing variables may be confusing