Mail Merge Rules
LO5 :: To be able to select and present information in the development of the solution to meet an identified need
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 .
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.
Watch this video tutorial on using the If ... Then ... Else rule with a mail merge.
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.Data Protection
The Skip Record If rule will allow you to only send a letter to individuals who have given permission to be contacted.
Watch this video tutorial about using the mail merge rule skip record if.
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.
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.
Watch this video tutorial on using the fill in mail merge rule.