Mail Merge Rules

LO5 :: To be able to select and present information in the development of the solution to meet an identified need
Dividing Line


If you need to print this page out, type your name in the box below.

Your Name : 



Information

The built-in mail merge rules are a really useful advanced tool in a word processors.

This tutorial will give you an overview of the different mail merge rules and how you could use them.  The next tutorials will show you how you can create lists and mailing labels from a data source using these rules. 

The different mail merge rules can be found on the Mailings tab.  In the Write & Insert group click on Rules Word Processing.

Word Processing


Information
If… Then… Else…

Imagine you are creating a mail merge letter to send to different customers, but you have a paragraph of text that you only want to include if they live in a certain town.  The If ... Then ... Else rule can automatically add this paragraph in for the individuals who live in this town.  For everyone else, the paragraph is left out.

Word Processing


Video

Watch this video tutorial on using the If ... Then ... Else rule with a mail merge.



DoIT

Now have a go at completing this practical activity.


Practice IT  If ... Then ... Else


Information
Skip Record If

There may be times when you want to skip a record entirely. You might need to skip a record if the individual has not given permission for you to contact them.  This is an important part of Data Protection.  You can read the tutorial on Data Protection by clicking on the link below.

Next Data Protection


The Skip Record If rule will allow you to only send a letter to individuals who have given permission to be contacted.

Word Processing


Video

Watch this video tutorial about using the mail merge rule skip record if.


DoIT

Now have a go at completing this practical activity.


Practice IT  Skip Record If


Information
Fill In

You might need a special field in your mail merge letter that is customised each time the letter is sent.  For example, each time you run the mail merge, a different person might be sending the letter - so a different name needs to appear at the bottom of the letter.

You can use Fill In rule to add a different name each time the mail merge is run.

You need to choose a prompt to ask when the mail merge is run.

Word Processing


When you run the mail merge, you will be asked to add the name of the sender.  This name will then be automatically added to the letters.

Word Processing


Word Processing


Video

Watch this video tutorial on using the fill in mail merge rule.



DoIT

Now have a go at completing this practical activity.


Practice IT  Fill In

PrintIT  Print out this Page

Next Hyperlinks


Last modified: Monday, 13 July 2020, 11:06 AM