Mail Merge

Word Processor

• Application software that allows users to edit and format text document
• User can insert graphics and charts
• Examples of word processors are:
  • Microsoft Word
  • Apple Pages
  • Google Docs

Think Pair Share (2 min)

1. Do you prefer a personalized newsletter (those with your name etc. on it) or a standard (photo-copied) newsletter? Why?

Mail Merge

• Automatic insert names and addresses from database into word processor documents
• Master document: the template of the document contains placeholders of where the personalized information is placed
• Database: An organized storage of information in computer
• Field: A type of data stored in database, helps organization of data, e.g. Surname, Phone number

Work in group of 3-4, and put your answer on paper. 

If you need to prepare and print envelopes for the letters you prepared in task 17f, why would you use Mail Merge to do it? [4]

Advantages of Mail merge

• Receiver usually feels more related with personalized letter
• No manual replacing information on individual letter
  • Saves time
  • Reduce number of errors (note: computer do makes mistake, but far less likely as human)
• Database can be reused to prepare for different documents

Think Pair Share (2 min)

1. Imagine you need to prepare the letter you use in Task 17f but for 2 students only. Do you still prefer to use Mail merge? Why?

Problems with mail merge

• If the database has incorrect data, the merged letters will be incorrect too
• More difficult to create and setup the document
  • For smaller number of recipients may spend more time to prepare