This video shows you how to combine a single Microsoft Word template with data from an Excel sheet to automatically generate thousands of unique documents.
You will learn how to:
- The basic concept of mail merge uses a letter template of ms word and excel data.
- The "if-else" logic, sorting, filtering, and then printing the results.
- Formatting numbers in desired decimal places.
What is mail merge?
An application (of word processing software such as Microsoft Word) facilitates in such a way that a single template document is used to create multiple documents based on information drawn from a data source (like an excel sheet or any supporting database).
It has four basic steps:
- Creating a template document: Design your OTS notice format in Microsoft Word
- Creating a data source: List all consumer details (Name, Account No, Amount, etc.) in Excel.
- Insert Placeholders: Adding placeholders in the template document for the variable information
- Merge & Print: Combine both to produce individual notices for every row in Excel.
When merged, Word automatically replaces placeholders with real data — generating personalized documents ready for printing or PDF export.
Advanced Tips for Power Users
- Conditional Formatting (IF-ELSE): Display different messages based on data — for example, different rebate rates or due amounts.
- Sorting & Filtering: Control which notices to generate by pre-filtering your Excel data.
- Formatting Values: Customize numeric precision or add ₹ symbols for financial clarity.
Why It Matters for UPPCL Employees
In large-scale schemes like OTS (One Time Settlement), preparing individual consumer notices can be time-consuming. With Mail Merge, thousands of notices can be generated, verified, and printed in minutes, drastically improving efficiency, accuracy, and communication consistency across divisions.
