Understand mail merge data sources and master documents

Think of mail merge as a recipe that lets you bake many customised letters at once. You have a data source (the list of ingredients) and a master document (the recipe template). The merge process mixes them together to produce a finished product for each recipient.

Common data source types:

• 📊 Excel spreadsheets – rows = recipients, columns = fields (Name, Address, etc.)
• 📄 CSV files – plain text, comma‑separated values.
• 🗄️ Access databases – tables with relationships.
• 🔗 Online forms (e.g., Google Sheets) – can be linked via API.

Each row is a record, each column a field. The merge pulls the field values into the master document.

In Word (or similar), the master document contains:

1. Static text – the body of the letter.
2. Merge fields – placeholders like <<FirstName>> that will be replaced.
3. Formatting – fonts, colours, tables, etc.

Example of a merge field: <<Address>> will be replaced by the recipient’s address.

1. Open the master document.
2. Start the Mail Merge wizard.
3. Select the data source (Excel, CSV, etc.).
4. Insert merge fields where needed.
5. Preview the results to check for errors.
6. Complete the merge – generate individual documents or a single combined file.

Tip: Use the Preview button to spot missing data before finalising.

• Define data source and master document clearly.
• Explain how merge fields work and give an example.
• Show the merge process in order.
• Use a table to illustrate a typical data source.
• Remember to mention the preview step to avoid errors.

💡 Bonus: Think of mail merge as a personalised letter factory – the data source is the raw material, the master document is the mould, and the merge is the production line.