How to use Mail Merge for MS Word?

This utility is similar to Mail Merge of MS Word. This utility allows users to create data source containing records with multiple fields.

For example you can have a data source for mailing addresses. Individual records in the data source would contain fields like Name, Address, Telephone Number etc.

Specific fields of the records in the data source can be subsequently merged with a document.

Follow the steps given below to use Mail Merge.

NOTE ▬ Mail Merge supports only Bilingual Web fonts.

Step 1 ▬ Opening Mail Merge

You can run the Mail Merge utility by selecting ISM from the toolbar in MS Word or Word Pro.

This utility can also be accessed from the tool bar as shown:

Step 2 ▬ Defining your Data Source

On the ISM Mail Merge in Indian Languages dialog click on Create a new data source button.

To define your data source you need to do the following:

  • Specify the field names that you want data source records to contain.
  • Specify the language in which you want to create your data source.

NOTE ▬ Please read instructions on this dialog before proceeding ahead.

Specifying Field Names

Fields are listed under Field names in header row. These would also be the tag names displayed when you are merging data.

Adding a Field Name

Type the field name that you want to add in Field Name and click on Add New Field. The list of Field names in header row gets updated as shown.

NOTE ▬

  • Add New Field is enabled only for Field Names different from all the existing ones displayed in the Field Names in headerrow list box.
  • New fields added get appended at the end of the list of field names.

Removing a Field

Select a field name from the Field names in header row list and click on Remove Field button to remove the field.

Specifying language

Specify the language in which you want to create and store the data source in Language.

NOTE ▬ Data is stored in Bilingual Web font type.

Step 3 ▬ Saving the Data-source Definition File

Save the data source definition before adding records to it. To do this click on the Save button. A Save As file dialog will be displayed. Specify the file name and path to save the data source definition information.

WARNING ▬ Do not tamper with this file to avoid malfunctioning of Mail Merge utility.

Step 4 ▬ Adding Records

Click on Add Data on the Mail Merge in Indian Languages dialog.

 Enter field details as shown in the screen shot.

Please refer to the screen shot for functionalities of each button.

Step 5 ▬ Merging Data

Save the data-source and click on Merge button.

The following dialog is displayed.

Choose Merge to Active Document to merge data on to the currently active document.

Choose Merge to New Document to open a new document for merging data.

Click on Merge.

Insert merge fields and insert data in merge fields exactly as you would in MS Word here onwards.

NOTE ▬ Currently this utility is not supported for 64 bit MS-Office.

How to Modify records?

Start the Mail Merge utility by using the ISM menu or the tool bar as described in How to Use Mail Merge. This will open the ISM Mail Merge – Main dialog.

Click on Open an existing data source button.

A Windows File Open dialog will be displayed. Open the data source file you want to add/modify records in.

The ISM Mail Merge – Edit data-source dialog will open.

On this dialog:

  • Click on Add New button to add a record to a data source.
  • Click on Delete to delete a record from a data source.
  • Click on Restore to undo changes made to an existing record.

Use the following buttons to navigate within data sources :

Use this to navigate to the next record

Use this to navigate to the last record

Use this to navigate to the previous record

Use this to navigate to the first record

NOTE ▬ This mail-merge not support Unicode.Kindly use default one.

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