Using mail merge (1)

This is an easy way of inserting varying information, such as names and addresses, into a document. You simply need to create a mailing list containing all the information and then insert a field, or fields, into your document corresponding to the information in your mailing list. When you print the document, you are asked to select which records from your mailing list you want to print.

Creating a mailing list

1. From the File menu, select Mail Merge AddressBook. AddressBook opens.

2. Click on Add. A new record is created ready for you to enter your details.

3. Use the TAB key on your keyboard to move the text insertion point to the Title text box.

4. Type Mr.

5. In the First Name text box, type John.

6. In the Last Name text box, type Smith.

7. In the first Address text box, type 2, Church Close.

8. In the City text box, type Cambridge.

9. In the Postcode text box, type CB6 4YK.

10. Click on Add. The record is written to the AddressBook file and a new record is opened.

Records are filed in alphabetical order. A plus sign (+) appears in the AddressBook tree next to the letter corresponding to the Last Name in the record.

11. Enter a second and third set of details in exactly the same way for the following people. After the final record, do not click on Add. The last record you enter will be filed automatically when you save the file.

Mr Paul Turner 5, Acacia Avenue Cambridge CB4 2TH

Miss Kate Jones 10, Mill Street Cambridge CB1 5QZ

12. From the AddressBook File menu, select Save As. The Save As dialog box appears.

13. Select the drive and folder in which you want to save your AddressBook file.

14. In the File name text box, type a name for your file. The filename is given the .MDB file extension.

15. Click on Save. Your AddressBook file is saved to the location you selected.

16. Click on the Close button.