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How to create a simple Mail Merge?

How to create a simple Mail Merge?

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March 16, 2023

Learn how to create a simple Mail Merge using LibreOffice, PDF Mail Merger, and Microsoft Word. These step-by-step guides will help you save time and effort while creating personalized documents for multiple recipients.

simple Mail Merge

Table of Contents

What is a Simple Mail Merge?

Mail merging is a process of creating personalized messages, emails, or documents to multiple recipients at once. This technique is used to save time and effort for businesses and individuals who need to send out mass emails or letters. With mail merging, you can personalize each message by inserting individual recipient’s information into the document, such as their name, address, or any other relevant information.

Mail Merge creation comparison table

Here’s a comparison table for creating a simple mail merge using Microsoft Word, LibreOffice, and PDF Mail Merger:

FeaturesMicrosoft WordPDF Mail MergerLibreOffice
CostPaidFreemiumFree
PlatformsWindows, MacWeb-basedWindows, Mac, Linux
Data SourcesExcel, Access, Outlook, SQL ServerCSV, ExcelCSV, Excel, Access, MySQL, PostgreSQL
Mail Merge WizardYesYesYes
Field InsertionDrag and DropDrag and DropDialog box
PreviewYesYesYes
FormattingExtensiveLimitedLimited
Merging OptionsPreview, Edit individual records, Print, Save as PDF, EmailPreview, Save as PDF, Combine PDF files, Remove interactive form elements, EmailPrint, Save as PDF, Email
  • As you can see from the comparison table, all three applications offer a mail merge feature that allows you to create personalized documents quickly and efficiently.
  • LibreOffice is a free, open-source alternative to Microsoft Word that supports a variety of data sources and has a letter merge wizard that walks you through the process.
  • PDF Mail Merger, on the other hand, is a web-based service that offers email merging and personalization options. It also allows users to merge data into PDF, making it ideal for those who need a simple email merger.
  • Microsoft Word and LibreOffice are the best options for those looking for extensive mail merging and collaboration capabilities
  • PDF Mail Merger is a good option for those who want to merge data into PDF, and it’s easy to use, which can be an advantage for those who are not familiar with more complex programs such as Microsoft Word.

Ultimately, the choice of application depends on your specific needs and budget.

Creating Mail Merge with LibreOffice

LibreOffice, a popular open-source office suite, provides an easy-to-use mail merge feature that allows you to merge data from a spreadsheet or database into a document.
Here are the steps to follow:

Step 1: Create a Data Source

The first step in mail merging with LibreOffice is to create a data source. This can be a spreadsheet, database, or a text file that contains the recipient’s information. In this example, we will use a spreadsheet as our data source. Create a new spreadsheet and add the necessary columns for your data. For instance, if you’re creating letters, you might have columns for the recipient’s name, address, and salutation.

Step 2: Save your Data Source

Once you have entered all your data, save the spreadsheet as a CSV (Comma Separated Value) file. This file format is commonly used for data interchange between different software applications.

Step 3: Create a Document

Open LibreOffice Writer and create a new document. In this document, you will create the template that will be used for the mail merge. For instance, if you’re creating letters, you might create a letterhead, and leave space for the recipient’s name and address.

Step 4: Insert Merge Fields

To insert merge fields, go to the “Insert” menu and click “Fields“. From the dropdown, select “Other“. In the “Fields” dialog box, select the “Database” tab. Select your data source file and then select the sheet that contains your data. You should see a preview of your data in the window. Select the column containing the data you want to insert into your document, and then click “Insert“. This will insert a merge field in your document. Repeat this process for all the data you want to include.

Step 5: Preview and Merge

Once you have inserted all the merge fields, go to the “Tools” menu and click “Mail Merge Wizard“.

In the first step of the wizard, select “Use the current document” and click “Next“. In the second step, select “Use a comma-separated text file” and browse to your data source file. Click “Next“. In the third step, select the sheet that contains your data and click “Next“. In the fourth step, you can preview your letters and make any necessary adjustments. Finally, in the fifth step, you can choose to print, save, or email your merged documents.

LibreOffice’s mail merge feature is a tool for creating personalized letters, envelopes, and labels quickly and efficiently. By following the steps above, you can easily merge data from a spreadsheet into a document and create a large number of customized documents in a matter of minutes.

Creating Mail Merge with PDF Mail Merger

PDF Mail Merger is a powerful tool that simplifies the mail merge process with PDF files by creating personalized PDF documents for multiple recipients. With its intuitive interface and advanced features, PDF Mail Merger is an ideal solution for businesses and individuals who need to send out mass PDF files that require personalized information.

PDF Mail Merger works by using a data source, such as an Excel spreadsheet or a CSV file, that contains the information you want to merge into your PDF documents.

Mail Merge

Once you have your data source ready, you can start the mail merge process by following these steps:

Step 1: Upload PDF Files


The first step in creating a mail merge with PDF Mail Merger is to upload your PDF source file. This can be a PDF file that contains the template for your mail merge. Upload your PDF file via drag & drop, or choose to reuse a previously uploaded PDF file.

Step 2: Upload Excel File


The next step is to upload your data source. This is the spreadsheet or document that contains the information you want to merge into your PDF files. Upload the Excel file with all your data. We support all common spreadsheet formats.

Step 3: Edit Template


After uploading your PDF files and Excel data source, the next step is to edit your template. You can add placeholders for the merge fields that you will use to personalize your PDF files. Drag & drop the fields to the PDF file. The fields are derived from the column names of the uploaded Excel file and will be filled with the content of the specific columns in the Excel file.

Step 4: Download Personalized PDFs


Once you are satisfied with your personalized PDF files in the preview feature, the next step is to generate them. Hit the “Generate PDFs” button, and after a few seconds you can download the filled PDF forms.

Step 6: Send PDF as Email Attachment


After downloading your personalized PDF files, the next step is to send them to your recipients.

PDF Mail Merger offers an email integration feature that enables you to send personalized emails directly from the application. Send the customized emails with PDF attachments to thousands of recipients with one click on the button “Send Emails“. Then look at the email report to see which emails could be delivered successfully.

PDF Mail Merger offers several advanced features that make it a versatile tool for creating personalized PDF documents. PDF Mail Merger also allows users to combine all generated PDF documents into one single file.

  • One of the main benefits of using PDF Mail Merger is that it saves time and effort by automating the process of merging emails. Instead of manually creating each document, PDF Mail Merger creates all personalized PDF files automatically. This makes it handy for companies that need to send out bulk invoices, statements or contracts with personalized information.
pdf mail merger

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Creating Mail Merge with Microsoft Word

Microsoft Word offers a convenient way to perform a mail merge, enabling you to create a personalized document for multiple recipients. Here are the steps to create a simple mail merge with Microsoft Word:

Step 1: Create a Data Source

The first step in creating a mail merge with Microsoft Word is to create a data source, which is typically an Excel spreadsheet. The data source contains the names and addresses of the recipients, as well as any other information that you want to include in the personalized document.

Step 2: Open a New Document

Next, open a new document in Microsoft Word. This will be the template that you use to create the personalized documents for each recipient.

Step 3: Insert Merge Fields

With the new document open, click on the “Mailings” tab in the ribbon at the top of the screen. Then click on the “Insert Merge Field” button to insert merge fields that correspond to the columns in your data source.

Step 4: Preview the Merge

Once you have inserted the merge fields, click on the “Preview Results” button to see what the personalized documents will look like. This allows you to make any necessary changes before proceeding with the merge.

Step 5: Perform the Merge

After previewing the merge, click on the “Finish & Merge” button to complete the merge. This will create a new document for each recipient, with the merge fields replaced by the corresponding data in the data source.

Step 6: Save and Print the Documents

Finally, save the merged documents and print them out or send them via email. You can also choose to edit each individual document before saving and printing.

Creating a simple mail merge with Microsoft Word is a straightforward process. With just a few steps, you can create a personalized document for multiple recipients, saving time and effort while still maintaining a professional appearance.

Microsoft

Tips for better Mail Merging

Step #1: Choose a Platform for Mail Merge.
There are many platforms available for mail merging, including Microsoft Word, Excel, LibreOffice and Pdf Mail Merger. Choose a platform that is most convenient for you, and that you are most comfortable using.

Step #2: Create a Data Source.
The data source is the list of recipients you want to send the email or letter to. It can be a spreadsheet or a database. The data source should have all the necessary fields that you want to use in your message. For example, if you want to personalize your message with the recipient’s name and address, your data source should include columns for name and address.

Step #3: Prepare Your Document.
Create the document you want to send out, whether it is an email or a letter. Make sure to include placeholders for the fields you want to personalize, such as the recipient’s name or address. For example, in a letter, you might include a placeholder like “Dear [Name],”. This will be replaced with the recipient’s name during the mail merge process.

Step #4: Insert Merge Fields.
In your document, insert the merge fields that correspond to the fields in your data source. In Microsoft Word, you can do this by clicking on the “Mailings” tab and selecting “Insert Merge Field“. In LibreOffice, you can use the “Add-ons” menu and select “Yet Another Mail Merge“. In PDF Mail Merger, you can insert merge fields by using a specific syntax that the software recognizes.

Step #5: Preview and Test.
Before sending your message, preview it to make sure it looks correct. You can do this by running a test merge with a small sample of your data source. Make sure all the merge fields are filled in correctly and that the message looks the way you want it to.

Step #6: Send Your Message.
Once you have previewed and tested your message, you can send it to all the recipients in your data source. In most platforms, you can do this by clicking on the “Finish and Merge” button and selecting “Send Email Messages” or “Print Documents“.

Step #7: Review the Results.
After you have sent your message, review the results to make sure everything went smoothly. Check that all the messages were sent to the correct recipients and that all the merge fields were filled in correctly.

mail merge

Conclusion

Mail merging is a useful tool for creating personalized documents for multiple recipients. LibreOffice, PDF Mail Merger, and Microsoft Word all offer simple and efficient ways to perform mail merges, each with its unique features and benefits. By following the step-by-step guides provided, you can easily create mail merges and save time and effort while maintaining a professional appearance.

If you found this article helpful, check out our other blog articles.

creating mail merge

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