Mail merge is a process used to create personalized documents, such as letters, envelopes, labels, and emails, by combining a master document with a data source. This allows for efficient generation of multiple documents with varying information tailored to individual recipients.
Data Sources
A data source contains the information about the recipients of the mail merge. This information is typically stored in a structured format, such as a spreadsheet or database.
Spreadsheets (e.g., Microsoft Excel, Google Sheets): The most common data source. Each row represents a recipient, and each column represents a field of information (e.g., Name, Address, City, Postal Code).
Databases (e.g., Microsoft Access, MySQL, PostgreSQL): More robust for larger datasets and complex data structures. Databases allow for efficient querying and management of recipient information.
Text Files (e.g., CSV, TXT): Simple text files where data is separated by delimiters (e.g., commas, tabs). Suitable for smaller datasets.
Customer Relationship Management (CRM) Systems: Often used to store customer data, including contact details, purchase history, and communication logs. CRM systems can be directly linked to mail merge applications.
Master Document
The master document is the template that will be populated with data from the data source. It contains placeholders (also known as merge fields) that will be replaced with the corresponding data from each recipient.
Merge fields are typically enclosed in double curly braces, e.g., <>, <>. The mail merge software recognizes these placeholders and substitutes them with the appropriate data from the data source.
Field in Data Source
Merge Field in Master Document
Example
First Name
<>
John
Last Name
<>
Doe
Address
<>
123 Main Street
City
<>
Anytown
Postal Code
<>
12345
The master document can be created in various applications, including:
Word Processors (e.g., Microsoft Word, Google Docs): The most common application for creating mail merge documents.
Desktop Publishing Software (e.g., Adobe InDesign): Provides more advanced layout and design capabilities.
Email Marketing Platforms (e.g., Mailchimp, Constant Contact): Specifically designed for creating and sending email campaigns.
Key Considerations:
Data Consistency: Ensure data in the data source is consistent and accurate.
Merge Field Placement: Place merge fields in the correct locations within the master document.
Data Type Compatibility: Ensure the data types in the data source are compatible with the merge fields.
Suggested diagram: Data Source (e.g., Excel) <--> Mail Merge Software <--> Master Document (e.g., Word) --> Output (e.g., Personalized Letters)