What is Mail Merge

Mail Merge is a toll through which we can create the production of multiple documents from a single template. The letter may be sent out to many recipients with small changes, such as a change of address or a change in the greeting line. MS Word allows users to send 1 letter or slips (i.e roll number slip, education DMCs,) to large number of people.

Let us do it….

In this exercise we will do Mail Merge Directory. Through which we can make large numbers of Slips and DMCs etc.

Step 1:  Make a design for Salary Slip as follow

File format

 

Be carefull that the salary slip have text boxes in all empty fields I hide all the text box’s lines and attributes so it cannot be shown. I shown only one text box in above example.

Click here to download the file (Salary Slip)

Step 2:  Make List for the salary slip in which the following columns should be included. And save that file

Name of Employee  -  Designation  -  Attendance  -  Salary Payable  -  Deduction  -  Net Salary

I already made the format

S/No.	Name	Designation	Salary Payble	Deductions			Net Payble Amount
				Adv	Others	Total
1	Mr. Ahmad Ali	Survayor	30,000	17,000		17,000	13,000
2	Mr. Kaleem	Survayor	20,000	500		500	19,500
3	Mr. Zaman	Asst. Survyor	8,500		750	750	7,750
4	Mr. Fevzi	Foreman	5,000			0	5,000
5	Mr. Dost khan	Asst. Foreman	4,500	500		500	4,000
6	Mr. Rahim	Secretary	4,500			0	4,500
7	Mr. Muhamamd arif	Executive Sec	10,000	100		100	9,900
8	Mr. Zaman	Store Keeper	8,000			0	8,000
9	Mr. Saeed khan	Administrator	10,000	1,000		1,000	9,000
10	Mr. Muhammad Ali	PRO	19,000	2,500		2,500	16,500
11	Mr. Nasir Khan	PRO	10,000	1,000		1,000	9,000
12	Mr. Muhammad Asif	Asst. Survyor	7,600	250		250	7,350
13	Mr. Anwar Khan	Asst. Survyor	500			0	500
14	Mr. Ashfaq Ali	Foreman	10,000	400		400	9,600
Total			147,600	23,250	750	24,000	123,600

Click here to download the list.

Step 3: After creating both files open the Salary Slip (Word format file).

Step 4: Go to Mailings (Excel 2007)

Step 5: Then go to Start Mail Merge à then select Directories.

Step 6: Now go to Select Recipients à Click on Use

               Existing List

 and select Then excel file which you Made. Named Salary. And click OPEN. Then Select the sheet where list is located and click OK button.

Step 7: Now select the field in the table and click on the related field in the command mentioned below 

 

Step 8: Now click on Finish & Merge Buttong à Then click on Edit Individual Documents à Select All

à Click OK

All the salary slips are now created.