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hello and welcome to a tutorial on mail merge facility by Microsoft Office this video will help you identify two things first of all how many merge facility works and secondly if you are emailing an invitation letter to multiple participants how can you add people in the CC and BCC so what you have to know first of all if you want to use a mail merge facility you need to have and data available for it if you are sending this invitation letter to let's say 500 participants I have data available over here I have first name last name their company name address city etc I have all the information so we have 500 names 5 and people and their complete details remember if you want to email it to them you should have email as well in a separate column so what in email or mail merge will do it will fetch all the information from Microsoft Excel and it will pick up all the corresponding rules and the data will be sent to all these people so let's do it we have an invitation letter I have a date now over here I want to add names of the people so what I can do I can go to mail Inc I have to select recipients I need to use an existing list I already have one let me close this first ok and let's go to data now are the sheet that contains all the information is named as random data you can select it and over here you can insert merge fields that you want in the data so we need first names and space last name on the next line we need a company name on the next line we need say their address and we can add city as well okay here we go right and if you want to find things you've been dad there phone number now this is the information that you want to send to 500 participants there is a letter dummy information okay first of all what you can do you can just highlight merge field so it can show you which fields that you have extracted from Microsoft Excel and you can preview results okay now the first letter is going to we are sending it to doc dear dear James but and we do have his company name and of the details okay and you can check all the details so that if all the information is correct you can check the number of total total number of letters that you are going to send all right now if you want to send them letters and you individually you can edit individual document all and then it will show you if it Microsoft Word will have a letter for each participants on a separate page so you can print them if you want to you can have your company logo one of the details if you want to in this file or otherwise if you are sending it through the email message into you have to select the column that contains email addresses you can use a subject for example invitation letter and you have to press ok and 500 people will receive an email from you within a few minutes right now what if we need to add people in cc or BCC what we can do before sending this we have to hold it over here and then we go to Outlook and we have crews manage rules ok and over here you can make a new rule now over a way you need to choose at a prior apply this rule when you are going to send a message all right then I want a specific information so if I my subject contains these specific words which are in we station letter okay so if I'm going to send an email with the subject invitation letter I need to guard that okay and then next then I can see see see the message to people a public over here I need to choose people from my organization so for example I choose anyone let me choose an email for example I am choosing recruitment right and if I press ok now I can add many other people as well if you if I want to so all these people will receive this email as well so it happens sometimes that you are sending in a letter to different people and you want your boss your secretary or maybe your teammates to be cc'd in those emails you can do that from here and once you are done with that you have to press next and if you want to add any exception you can add that too then you press next the name for this rule will be invitation letter then you have to finish this room okay once this rule is finished and now this rule is ready so when I will send this email now to these 500 participants all the people that I have chosen in CC will receive this email - okay I hope this tutorial has helped you and you can use this facility the in your organization and that's all alright thank you bye