Page 201 - IT_Play_V1.0 Class9
P. 201
UNIT-3 DIGITAL DOCUMENTATION
6 UNDERSTAND AND APPLY
MAIL MERGE
Occasionally, it is necessary to send a similar letter to multiple recipients. Typically, this involves typing or
composing the content to be sent, including the name and address of each recipient, or copying the same
letter and making the necessary changes to the name and address before sending it out. This process must
be repeated for each recipient, which can be time-consuming and tedious. The Mail Merge feature offers a
convenient and efficient solution for this task.
MAIL MERGE
Mail Merge is a feature in word processors, such as Writer, that allows you to merge the names and addresses
of different recipients into a single file. Each address is automatically combined with a copy of a specific letter,
enabling the same letter to be personalised and sent to multiple recipients. For instance, an organisation can
quickly create certificates with distinct names for workshops, courses, or competition attendees by utilising
the Mail Merge tool.
For Mail Merge, a document is typed as the main document sent to different recipients whose data is available
in the data source file. Let us learn about these two components in detail.
Main Document
This is the template for your letters, emails, labels, or other documents. It contains the standard text and
placeholders (merge fields) where personalised information from the data source will be inserted.
Dear
On the auspicious occasion of the 15 Annual Sports Meet of our School on Sunday,
th
the 4 of August, 2024, you are cordially invited to attend the function.
th
Yours Truly,
Yash Gupta
Main Document
Creating the Data Source
This is the file that contains the personalised information you want to merge into the main document. Common
formats for data sources include Excel spreadsheets, CSV files, Text files, Word Documents or contact lists
from email applications. Each row in the data source corresponds to a separate document, and each column
corresponds to a different merge field in the main document.
“Mr. Eklavya Gupta”
“Mrs. Sakshi Jha”
“Mr. Vihan Dutt”
Data Source File
Understand and Apply Mail Merge 199

