You use mail merge when you want to create a set of documents
that are essentially the same but where each document contains
unique elements. For example, in a letter that announces a new
product, your company logo and the text about the product will
be the same in each letter, and the address and greeting line
will be different in each letter.
Using mail merge, you can create:
- A set of labels or envelopes The return address is the same on all the labels or envelopes, but the destination address is unique on each one.
- A set of form letters, e-mail messages, or faxes The basic content is the same in all the letters, messages, or faxes, but each contains information that is specific to the individual recipient, such as name, address, or some other piece of personal data.
- A set of numbered coupons The coupons are identical except that each contains a unique number.
Creating each letter, message, fax, label, envelope, or coupon
individually would take hours. That's where mail merge comes
in. Using mail merge, all you have to do is create one document
that contains the information that is the same in each letter,
label etc. Then you just add some placeholders for the information
that varies, such as the recipient's name and address.