Best file merge tool how to#
A mail merge is a handy way to send personalized mass letters and bulk emails quickly.I previously blogged about how to use WinMerge as the diff tool in StarTeam. It works by automatically adding personalization data from a data file (for example, a spreadsheet) to a template file (like a letter or an email). In this article, I’ll first cover what a mail merge is and explain how it works. Then, I’ll go over how to mail merge using an Excel spreadsheet and a Word document. (Click on links to jump to specific sections) Later, I’ll mention two issues of using the traditional method for mail merges and suggest a better and more powerful alternative to help you send mass emails.Īdditionally, I’ll also answer seven FAQs associated with mail merges. How to Use Mail Merge to Send Bulk Letters.
Two Problems of Using Microsoft Word to Send Mass Emails.How to Use Mail Merge to Send Mass Emails.You can use mail merges to create personalized messages automatically for: This spares you the trouble of manually personalizing each document yourself! What Are Mail Merges?Ī mail merge lets you create personalized documents that are automatically customized on a recipient-by-recipient basis. Instead of typing a letter for each recipient, you can use a form letter to make quick, unique, personalized letters for each person.Įssentially, if there’s a document you need to personalize at scale, mail merges can take care of it for you! Note: A form letter is a template file used to create mass letters. Let’s now explore how a mail merge works. How Does Mail Merge Work?įirst, you need to understand the two essential components of every mail merge. Template File : the document that holds the message you’ll be sending out (like a letter or an email). It specifies the places where the personalization data will go. Data File : a data source like a Microsoft Excel spreadsheet or a Google Sheets file.And that data (names, addresses, etc.) is fetched from a data file. Each cell in the data file contains different information (first name, last name, email address, etc.) that will be placed in your template file in the corresponding space.Įssentially, a mail merge automatically adds the personalization data from your data file to your template file. įor example, let’s say you want to perform a mail merge to create mass letters. No tice the «FirstName», «Address» and other tags in the letter ? Here, your letter is the template file - it has placeholders for your contacts’ names and addresses. These are placeholders for your recipient’s details, also known as mail merge fields.Ī mail merge field draws the personalization information from your data file (spreadsheet) to help you create your personalized letter.īut to make this work, the name of the mail merge field in your personalized letter template must match the name of the column header in your spreadsheet. If the name of the merge fields and column headers match, the mail merge function would then merge your data file and your letter template to generate a personalized letter for each person. How to Use Mail Merge to Send Bulk Letters Next, I’ll go over the steps involved in using mail merge to automatically personalize individual letters.
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