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MAIL MERGE 5
Sometimes, it is required to send a similar letter to several people. Usually, this is done by typing
or composing the matter to be sent to the recipient along with the name and address of each
recipient or the same letter is copied and the necessary changes are made in the name and
address and then sent to the recipient. This process is repeated for all the people to whom the
letter has to be sent. It takes a lot of time and effort. This can be done conveniently and easily with
the help of ‘Mail Merge’ facility.
INTRODUCING MAIL MERGE
Mail Merge is a feature of Word processor like ‘Writer’ in which the names and addresses of
different recipients are merged into one file and each address is merged with a copy of a particular
letter by itself, so that the same letter is addressed to different recipients.
To send e-mails by mail merge, there has to be:
Main Document (Letter) Data Source (Address of recipients)
For doing Mail Merge, a document is typed as the main document which is sent to different
recipients whose data is available in the data source file.
Main Document
The main document contains the contents of the letter that remains the same for each of the
merged document it may contain text, letter, graphics, etc. It also contains the field names and
addresses that retrieves names from the data source file of addresses.
Dear << Name>>,
On the auspicious occasion of the 15th Annual Sports Meet of our School on Sunday, the
1st of March, 2015, you are cordially invited to attend the function.
Yours truly
Main Document
Data Source
Data source is a file that contains the name and address of the recipients to be merged with the
document.
“Mrs. and Mr. Sanjay Jain”
“Mrs. and Mr. Abhijit Kundu”
“Mrs. and Mr. Arun Sahu”
Data Source File
Mail Merge 231

