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Mail merge is a feature within most data processing applications that enables users to send a similar letter or document to multiple recipients. It enables connecting a single form template with a data source that contains information about the recipient’s name, address and other predefined and supported data.
Mail merge primarily enables automating the process of sending bulk mail to customers, subscribers or general individuals. Mail merge works when a data file is stored that includes the information of the recipients to whom the letter is to be sent. This file can be a spreadsheet or database file containing separate fields for each different type of information to be merged within the letter.
The second file is the word document or the letter template. The recipients' information on the letter template is kept empty. When the mail merge process is initiated, the recipients' data from spreadsheet or database is fetched and placed within the empty field in the letter, one by one, until all letters are created.