Mail Merge as Described by Wikipedia
Mail merge is a software function describing the production of multiple
(and potentially large numbers of) documents from a single template form and a structured data source. This technique is typically used to
create personalized letters
and pre-addressed envelopes
or mailing labels for mass mailings from a database mailing list of names and
addresses[1].
The procedure of mail merging is typically carried out using a word processing program. The template is a word processing
document which contains fixed
text, which will be the same in each output document, and variables, which
act as placeholders that are replaced by text from the data source. The data source
is typically a
spreadsheet or a
database which has a field or column matching each variable in the template.
When the mail merge is run, the word processing system creates an output document
for each row in the database, using the fixed text exactly as it appears in the
template, but substituting the data variables in the template with the values from
the matching columns.
For example, a company may want to send letters confirming places at a set of events.
The template will be laid out as the required letter, explaining to each recipient
that their place is confirmed and detailing instructions for the event. The data
variables will be used to specify the recipients name, address, first name for
the salutation
and perhaps a seat number and the name and date of the specific event they are booked
to attend. These variables can be placed anywhere in the template document, within
a paragraph
of text or on their own. When the mail merge is run, each letter will be personalised
to the recipient and will show the information that is applicable to them.
This technique of merging data to create mailshots gave rise to the term mail merge.
What is the difference
between Document Assembly and Mail Merge?
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