Creating a Data File for Mail Merge

When creating a Mail Merge document in Word or WordPerfect, you must create both a form letter and the data files to be merged into the letter. The following will explain how to set up your main document and create data files for a form letter.

Using Microsoft Word

1. Begin by opening a new document in Word. Choose Tools from the top toolbar and select Mail Merge from the list. This will bring up the following box:

   

2. Click on the Create button under Main Document and choose Form Letters from the list that drops down. A box will come up asking if you want to choose the active document or a new one—choose active document.
3. Next, click on the Get Data button that now appears under Data Source. You will be creating a new data list, so choose Create Data Source from the list. The following box will appear:

   

   Click the OK button, and you will be taken to the Save As screen. Name the data file and save it to your disk.

4. This will allow you to start entering your data in the form shown below. You can fill out whichever fields are necessary for your letter, pressing Add New when you are ready for a blank form. The red arrow keys at the bottom (beside Record) will let you move between forms.

   

5. When you are finished entering your data lists, click View Source. This will show you a table with all of the data you entered. If you do not have any mistakes, go to File on the top toolbar and choose Save. To return to your main document, click on the far right icon of this toolbar at the top of the screen:

   

Using WordPerfect

1. Open a new document in WordPerfect, click Tools on the main toolbar and select Merge from the list. The following box will appear:

   

2. Click on the Create Data button, which will take you to the following screen:

   

   This is where you create records, or the categories for your data lists. Simply type a name in Name a field and then click Add. Repeat for each name. When you are done with your records, click OK.

3. You are now shown the following box:

   

   This is where you enter the data for each record that you just created. After typing in each field, click Next Field to enter new data. When you are finished click Close, which will prompt you to save your data file. Note: Be sure to remember that record is the title of each list and field is the data in the list.

Now that you have completed creating a data file in Word or WordPerfect, you are ready to type your form letter and merge your data. See the document on how to perform that task.

Published by: Ashley A. Hutcheson, Friday, February 02, 2001