Lets say you want to send the same letter to a 100 different recipients. Consider the following letter:
Everything in this letter is the same for all recipients except for the greeting line (the first line). Using a Greeting Line in Mail Merge will accomplish this. The Greeting Line feature generates a line of text specific to each recipient.
Before defining a greeting line you will need to create the main layout of the document and define a list of recipients. These are part of the mail merge process. Assuming the layout is ready and a list of recipients has already been defined follow the steps below:
Move the cursor to the location you would like to insert the greeting line. In this example we want the greeting line to appear at the top of the document:
Click on the Greeting Line button on the mailing ribbon:
In the window that opens you can define how you wish the greeting line to display:
This will be further explained the proceeding sections.
Match Fields, What is it?
What do you expect to see in a greeting line?
A First Name
A Last Name
A Title (i.e Dr, Mr, Ms)
So where is this data going to come from? This data will come from the Recipient List previously created. If you remember from that article when we wanted to define a recipient list, we would define columns. Each column was associated with a certain type of data. For example consider the recipient list below:
As you can see in the figure above:
This first column is storing the Last Name of the recipients
The second column is storing the First Name of the recipients
The third column is storing the recipient’s Title
The fourth column is storing the recipient’s Address.
While it may be obvious for you what data each column is displaying but it might not be the same for word. Word might notinterpret correctly which column is storing what data. Therefore you might need to manually define (for word) what data each column is storing.
This can be done by using the Match Fields window:
For more information about working with the Match Fields window please see the link below: