Mail Merge, Proofreading

Mail merge

Mail merge is an important feature in MS Word and MS Excel; it permits taking data from a spreadsheet, database, or other forms of data and placing it into those documents and letters and sending similar letters or documents to multiple users. Mail merge works with the data file and letter template. The data file consists of the sender’s or recipient’s information. And the second one is the letter template; on the letter template, the information of the senders is kept empty. Until all the letters are created, the data from the data file are placed accordingly within the space left in the letter and is filled gradually.

Proofreading

Proofreading is the ultimate stage of the writing process after completion of revisions and editing, before proofreading one must complete all the details about the writing and there are several stages of editing that the editor needs to follow before proofreading. Proofreading is the step where the corrections of the writings are done; the corrections include typographical errors, punctuation, grammar, spelling, repeated words, omitted words, formatting, and spacing. In other words, proofreading is the stage for reviewing and writing errors.  

Mail merge steps

Steps for Mail merge are as follows –

• Step 1: Firstly one needs to click on ‘mailings’ and then select ‘start Mail merge’, a drop-down dialog box will open, from there need to ‘select step by step Mail merge wizard’.
• Step 2: After selecting ‘step by step Mail merge wizard’ a new menu will open on the right-hand side of the page, from there select the option ‘letter’ and click on the ‘next: starting document’ at the bottom-placed at the bottom of the menu.
• Step 3: Then select the option ‘use the current document’ and click on ‘next: select the recipients’ at the bottom. Then on the next menu select the option ‘type a new list’ and then click on ‘create’.
• Step 4: Then a new dialog box will appear named ‘new address list’. In that dialog box click on the ‘customize columns’ option located at the bottom of the dialog box, a list will appear open with field names like title, first name, last name, category name, etc. will appear accordingly. If one wants to delete any field then they need to click on the option they want to delete and press the ‘delete’ button, if one wants to add something in the field then they need to click on ‘add’ and type the field in the space given and press ‘ok’.
• Step 5: Then need to enter the information in the fields one has selected and after completing the clock on ‘ok’.

• Step  6: A save address list dialog box will pop up on the screen, then enter the file name and click on save and a new box will appear so that one can check the information they listed in the field and press on ‘ok’. And then need to save the document as was saved before.
• Step 7: Again a menu will open at the right-hand side of the page named ‘Write your letter’, then on the page, one needs to start typing as they wish. On the right-hand side menu, some options are going to appear like address block, greeting line, etc. If the address block is clicked, a new dialog box will appear which will consist of the Insert recipient’s name and can choose how that should look and click on ‘ok’. Then the space for writing the Address block will appear. In the same way, one can enter the space for writing the fields as selected in the letter.
• Step 8: The need to click on the ‘Next: preview your letter’ at the bottom of the menu on the right-hand side. Once the preview is clicked, the information that was written in the field space will appear accordingly. Then arrange the space according to your wish.

At last, all the letters will appear according to the information given in the field dialogue. 

Advantages of Mail merge:

• Mail merge is easy and convenient to use.
• Only the main document is to be proofread.
• In each letter, there is no need to type the recipient’s name, address, date, time, etc. while using Mail merge.
• It is one of the quickest ways to write and deliver hundreds of letters.

Proofreading Techniques 2021.

• If one is the author, then he/she must take a gap between writing and proofreading.
• It is easier to find the mistakes if the document is read loudly.
• Explain or remove jargon
• It is convenient to proofread if the document is printed as a hard copy.
• Most of the companies provide style statements and guidelines for writing the documents, therefore the proofreaders need to keep the guidelines handy during proofreading.
• Remove the excess words during proofreading.
• Sentence structure should be checked.
• Homophones must be checked by the proofreaders.
• Use software like Grammarly’s online editor for proofreading.

Conclusion

It is to conclude that Mail merge is an important feature in MS Word and MS Excel; it permits to take data from a spreadsheet, database, or other forms of data and place it into those documents and letters and send similar letters or documents to multiple users. Proofreading is the ultimate stage of the writing process after completing the revisions and editing.