In this post, we want to teach you how to combine correspondence with Word. All this, using a document or spreadsheet of Excel which will serve as a database to contain all those email addresses to the message you want to send a personalized way.
This is a similar process, which works for the sole reason of making different combinations within the postal correspondence. The only difference this combination will have will be the initial specifications of the objective and the final process.
You will only need to have at hand an Excel document, which will have in one of its columns all the personal data necessary for the creation of said correspondence, which must include the email.
What is this process about?
When we speak of a mail merge, we refer to a process in which all the data found in an external list are used to be inserted into a previously selected and edited email in order to facilitate the insertion process. of data.
In this way, a personalized letter or card would be created, similar in structure, but different in content. All this will depend on the taste and needs of each person when sending such correspondence.
This element is especially useful when a person needs to send a large amount of emails and which in turn must be sent with various specifications different from each other. It is used extensively by executives and assistants, to facilitate their work within the office. It is practically a link that exists between Word and Excel.
How to easily merge correspondence in a Word document
- Start by accessing the wizard. We will do this by accessing Word and in the tab that is called ” Correspondence “, we can find a button which is called ” Start correspondence combinations “.
- In this option, if we want to do it the right way, you must go to the option ” Step by step… “. And with this, you will see that the wizard will start.
- From this moment on, we will see a column on the right side. When accessing it, we must start by specifying what is the type of document, for that we will select the email messages.
- Once this is ready, we will move on to the next step. Here we will be asked to specify whether we will use the said document in its existing format or a totally new one.
- This is where we will specify to who the email (s) is addressed. As you can see at the top, they will give you the possibility to use a list, which is already saved within Word.
- What we are looking for here is to use these emails in such a way that we can find it within an Excel document which we will search for it within our computer.
- Once opened, we will be able to see an Excel document which will show us the sheets of the book, and in this case, we must select the list that is found on Sheet1. Here we can see that the wizard will indicate various options, including some other source for all directions.
- The Excel workbook will already provide us with all the necessary data, but we can directly combine all this data together with the document that we are going to send. For this, we just have to place the cursor right in the section where we want to add the field and select it.
- You can see that as a next step, this wizard will allow us to review the result of our mail, based on this we will see each and every one of its elements and thus we can make sure that we are correct with all the data and steps.
To finish, just press ” accept ” and the email will be sent correctly to all recipients.