Data Merge

Microsoft Word's data merge feature enables you to create mailing labels, form letters, and other documents based on database information. This feature merges fields or categories of information with static text to produce merged documents.

The data merge process uses two special kinds of documents:

• A main document contains the information that remains the same for each version of the merged document. In a form letter, for example, the main document would consist of the letter text that appears in every letter.

• A data source contains the information that changes for each version of a merged document. In a form letter, the data source would consist of the names and addresses of the individuals who will receive the letter.

The results of a data merge can be sent directly to the printer or saved as a file.

Tips

• You can use a single main document with any number of data sources. Similarly, you can use a data source with any number of main documents.

• You can create a data source with Word as I explain in this chapter or with another application such as Microsoft Excel or FileMaker Pro.

• Word's data merge feature also includes powerful query and conditional functions. These are advanced features that are beyond the scope of this book.

• This feature was referred to as Mail Merge in some previous versions of Word and is still referred to as Mail Merge in the Windows version of Word.