Merge mass payrolls by mail

I talked about how to turn the payroll made by Excel into payslips, but these payslips are only suitable for paper printing. Nowadays, environmental protection is advocated, everyone has a smart phone, and paperless payslips can be more in line with the times. Therefore, employees can be required to provide e-mail addresses, and then paperless electronic payroll can be sent directly to employees.

Of course, in order to reduce the workload, it is best to send it in groups.

Everyone's payroll is different. For the sake of confidentiality, of course, you can't send it in groups, but everyone can only see their own. The following will introduce in detail how to use the mail merge function of Excel and word to distribute salary emails to employees. Of course, this method can also be used for mass notification of work. , very practical.

The premise of mail merge: Microsoft Outlook software must be used. Others, such as Foxmail, can't achieve this function.

Operating steps:

Step 1: Prepare the data source.

Establish an Excel payroll for verification. As shown in figure 1 1-4- 1.

Figure 1 1-4- 1 is a schematic diagram of the payroll for batch payment after cleaning.

Precautions:

1. Everyone should have an email address. Don't remember wrong, otherwise it will be sent to others!

2. Excel tables for calculating wages usually contain functional formulas, etc. Before preparing for mass distribution, it is best to copy and paste it as a number to avoid unpredictable mistakes in the future.

The cleaned payroll contains fields and records that must be notified to employees, and those that do not need to be notified can be deleted. The data source table can be an Excel table or a word table.

Step 2: Create a template for bulk mailing payroll.

Create a Word file, and the content of the file is the content of the email you will send to employees in the future. As shown in figure 1 1-4-2.

Figure 1 1-4-2 schematic diagram of Word template for batch salary payment email content.

Note that this file is the content of the email sent to every employee every month in the future. Because people are different, the detailed data are different. Please leave all these different places blank, and the next step is to solve the problem of data filling.

Step 3: Mail Merge

Please keep the files in the second and third steps open, and then perform the following steps:

1. Select and click E-mail → Start Mail Merge → Step-by-Step Wizard (W) on the Word file, as shown in figure 1 figure1-4-3.

Figure 11-4-3 Schematic diagram of mail merge operation in Word document (1)

2. In the previous step, select the "E-mail" radio button in "Mail Merge" on the upper right of the display screen, as shown in Figure 2 1 1-4-3.

3. Select and click → Next: Start the document at the lower right, as shown in Figure 1 1-4-4 Figure 1.

4. In the upper right corner, "How do you want to set the letters?" Select "Use current document" in 1 1-4-4, as shown in Figure 2.

5. Select → Next: Select the recipient at the lower right, as shown in figure 1 1-4-4 Figure 3.

6. Select the "Use existing list" radio button in the "Select Recipients" on the upper right, as shown in Figure 4, 1 1-4-4.

Figure11-4-4 Schematic diagram of mail merge operation in Word document (2)

7. Next, select and click the "Browse" option in the middle right (as shown in Figure 4 1 1-4), find the Excel file created in the second step in the pop-up "Select Data Source" window, and select the "Form" (with email) that needs to send payroll in batches in the pop-up "Select Form".

Figure11-4-5 Schematic diagram of mail merge operation in Word document (3)

8. In the previous step, the pop-up "Mail Merge Recipients" window is the data of all employees, which should be consistent with your payroll. "√" will be automatically selected in the selection box in front of each line, which means to send an email to this person; If you haven't sent an email, click Cancel, as shown in Figure ① 1 1-4-6.

9. Click "OK" and select "→ Next: Write Letter" at the lower right, as shown in Figure 2 1 1-4-6.

Figure11-4-6 schematic diagram of mail merge operation in word document (4)

10. Move the mouse cursor to the position where information needs to be inserted in the Word file content. For example, you need to insert everyone's name before "Mr./Ms.", please put it in the position of "name"; Then select "Other Items" in the "Write a Letter" column in the upper right corner. Select a name in the pop-up Insert Merge Field window, and then click the Insert Command button; Finally, click the close button. The above operation can be understood as establishing a "link" relationship between Excel documents and Word documents. As shown in figure 1 1-4-7.

This step needs to be repeated many times, and all the contents in the Word document that need to be "merged" (or linked) will be linked to the contents of the Excel table through the "insert" operation. Remember, every time you "insert" a content, you need to click "Close" and then move the cursor to the position where you need to "insert" before you can operate.

Figure11-4-7 schematic diagram of mail merge operation in word document (5)

The "insert" related content in the Word document will display the project name with the book name.

1 1. After all the items to be "inserted" are inserted, select → Next: Preview the email, and the name and salary information of the first person in your payroll will appear in the Word file (default). If you need to see other people's situation, you can click the ""symbol, and you can look forward or backward to see if other people's content is correct. As shown in figure 1 1-4-8.

Figure11-4-8 Schematic Diagram of Mail Merge Operation in Word Document (6)

Note that if "After-tax Salary" is displayed as "12345.78" in Excel and "12345.0000 1" in Word, please set this column in the Excel file created in the second step: right-click this column and select the command option of Cell Format. Save the file and repeat the above steps.

12. If there are no problems, you can proceed to the next step. Please select and click → Next: Complete the merger at the bottom right. As shown in figure 11-4-9.

13. Select and click E-mail in the upper right corner to open the Merge into E-mail dialog box. As shown in figure 2, figure 1 1-4-9.

14. Please click the drop-down button on the right side of the "To" column, and select "Mail (that is, the column where the email address is stored in the Excel table)" from the drop-down list; Enter it manually in the "Main Line", such as "Monthly Salary Details of 20xx Years", as shown in Figure 3 1 1-4-9.

Finally, click the OK button. At this time, mail will be sent to the recipient's mailbox one after another.

Figure11-4-9 Schematic diagram of mail merge operation in Word document (7)

Suggestion: In order to ensure that the email is sent to the client correctly, when using this function for the first time, send a test email without specific salary data, and indicate in the email that the email is for testing, and ask the other party to reply to confirm whether the name is the same as my own, so as to avoid being "arrogant".

In fact, this function can also be used to send various notifications and reconciliation letters.