{"id":2005,"date":"2013-10-11T13:37:49","date_gmt":"2013-10-11T13:37:49","guid":{"rendered":"https:\/\/www.techopedia.com\/definition\/mail-merge\/"},"modified":"2024-02-27T16:19:01","modified_gmt":"2024-02-27T16:19:01","slug":"mail-merge","status":"publish","type":"definition","link":"https:\/\/www.techopedia.com\/definition\/1686\/mail-merge","title":{"rendered":"Mail Merge"},"content":{"rendered":"

What is Mail Merge?<\/span><\/h2>\n

Mail merge is a feature in data processing applications that automates the process of sending a similar letter, email, or document to multiple recipients that is personalized to each. It enables connecting a single template with a data source<\/a> that contains information about the recipient\u2019s name, mailing address, email<\/a>, and other predefined data collected by the sender.<\/p>\n

Techopedia Explains the Mail Merge Meaning<\/h3>\n

\"What<\/p>\n

Mail merge is a software<\/a> feature that automates the process of sending bulk mail<\/a> to customers or subscribers. It allows the sender to create one document and personalize it to each recipient.<\/p>\n

Mail merge is often associated with business-to-consumer<\/a> (B2C) communications when generating personalized documents on a large scale. For example, a business uses mail merge when sending a printed letter to a large number of customers.<\/p>\n

How Mail Merge Works<\/span><\/h2>\n

The goal of mail merge is to streamline communication processes, save time, and ensure each recipient receives personalized information from the sender.<\/p>\n

To work, it requires two components \u2013 a data file<\/strong> and a template file<\/strong>. When merged, the two components produce the merge document<\/strong>.<\/p>\n

The Data Source<\/h3>\n

Mail merge uses a data source<\/a> containing recipient information with separate fields for each type of data to be merged into the template file. Common formats for the data file include comma-separated values<\/a> (CSV) files, databases<\/a>, email contact lists, and spreadsheets.<\/p>\n

\"The
Screenshot of an example spreadsheet with customer data for mail merge.<\/figcaption><\/figure>\n

Screenshot of an example spreadsheet with customer data for mail merge.<\/i><\/p>\n

The Template or Main Document<\/h3>\n

The second file is the main document or template, like an email or letter. Recipients’ details in the template are marked as empty fields. When you start the mail merge, the main template combines with the data source, creating personalized documents. Recipients’ data from the data file fills the empty fields until all documents are created.<\/p>\n

Traditional Mail Merge Deprecated, Goes Digital<\/span><\/h2>\n

The definition of traditional mail merge is somewhat deprecated<\/a>. Dating back to early word processors<\/a> (i.e., early versions of WordPerfect or Microsoft Word) when mail merge was frequently used to print batches of personalized letters and mailing labels.<\/p>\n

Although mail merge has been a popular feature in successive versions of document processing software packages, it may soon be as obsolete as the old \u201cPrint Shop\u201d software of the early PC days, or the dot-matrix printer that was so often used to generate mail merge and Print Shop documents.<\/p>\n

To replace the mail merge feature in Microsoft Word<\/a>, Microsoft has created the ability to deliver server-side document generation with Word and Excel<\/a> templates. Users create manual workflow rules to do what a mail merge previously would have done.<\/p>\n

This type of deprecation accompanies the move from a machine-native environment to the cloud<\/a>, where features are being delivered on the server side, rather than at the endpoint<\/a> or on the customer\u2019s own machine.<\/p>\n

Today, mail merge is a digital process where goals are achieved through various forms of data visualization<\/a> and automation.<\/p>\n

Mail Merge Features<\/span><\/h2>\n

\"Mail<\/p>\n

Mail merge features can vary based on the software and the data type. Here are 6 common features:<\/p>\n

<\/span>Batch Processing<\/strong><\/div>
\n

Create a large number of personalized documents in a single batch, saving time when dealing with mass mailings.<\/p>\n

<\/div><\/div>\n

<\/span>Create a Variety of Documents<\/strong><\/div>
\n

Create document templates and mark pieces of content as merge fields.<\/p>\n

<\/div><\/div>\n

<\/span>Data Filtering<\/strong><\/div>
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The data source can be filtered to include or exclude specific fields (i.e., city, name, address)<\/p>\n

<\/div><\/div>\n

<\/span>Data Source Integration<\/strong><\/div>
\n

Mail merge tools typically integrate with a variety of external data sources such as spreadsheets, contact lists, or databases.<\/p>\n

<\/div><\/div>\n

<\/span>Email Merge<\/strong><\/div>
\n

Mail merge often includes functionality to send personalized emails to a list of recipients.<\/p>\n

<\/div><\/div>\n

<\/span>Tracking and Reporting<\/strong><\/div>
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Mail merge tools may offer tracking features to monitor delivery, and customer interactions, or generate reports.<\/p>\n

<\/div><\/div>\n

Tools Used for Mail Merge<\/span><\/h2>\n

Some tools businesses use for mail merge include the following:<\/p>\n