Dear friend,

Try the mail merge option in Word under the Mailing tab.

Create a data file in Excel with separate columns for each record. The heading row may be in bold letters. column A contains name of supplier, Column B contains first line of address, column c contains second line of address etc. Row 1 have heading, row2 will be record of first customer, row3 of second customer and so on. The file will look as below:

A B C D E F
name add1 add2 add2 email
1 john 87/12 Golden st London 987654
2 Tess 2nd Aenue Baker St London 32
3 Susan Watt House Kilpauk Ireland 9988
4
5
6
7
8
When you finish, you would have covered 340 rows (first row being header). Save the file. Exit Excel.

Now open the Word file containing your common letter to be sent to suppliers. Select the Start Mail merge option under Tab namely Mailings. Follow the instructions. Start Mail merge --> Step by step mail merge wizard-->select document type letters, then step 1 of 6 (bottom part of the window)--> start ing document--> use current document--> select recipients--> browse--> (now select the excel file we created first,( make sure to change the file type as excel files to view our file in the open window)--> click open--> select sheet 1-->OK. Now both the files are linked. Now put the cursor in the place where you wish to have the suppliers name. Select the insert merge field option under Mailings. In the drop down menu, you will find the headings of your excel file. Select the field "name". Now bring the cursor to the place where you wish to have the add1. Repeat the earlier step. When you finish ( or even before you finish inserting the fields) you may click on the Preview Results menu under Mailing to see the merged document, with the fields of excel file inserted. Right to the Preview Results you may use the arrows to view the 2nd, 3rd and so on .. records. The mail merge is finished. Any time you can edit the Word document, which will affect all the records. Please note that you have only one Word file and one data file in Excel for all the records. So many options are available in Mail merge. If you want to edit Excel file, exit Word file, after saving , and open the excel file. Edit and close the Excel file. Then open Word file again. There are many short-cuts to save time, which you will learn in due course. Print options from record to record is available so that you can effect printing at a stretch. Sending individual letters through email also is possible. For this one field of data file in Excel should be email address. For printing as well as for sending email, you shall use the finish merge option. For email, you have to provide the header-name of relevant column where email ids of suppliers are given. For any clarification, you may send mail to me - «email address» ..Love and regards....... Pauly Sebastian