When do you use Mail Merge? List down the steps of using mail merge with suitable example.

Use Mail Merge when same letter/certificate must go to many people with only name/address changed — e.g. Krishi Samagri sends fertilizer-rate notices to 300 dealers.

Steps (Word + Excel example — dealer notices):

1. Prepare data source: Excel Dealers.xlsx with Name | District | Quantity. One row per dealer, clean headers. Close file.
2. Create main document: Type common body: "Dear _____, your quota for Ashadh is _____."
3. Start merge: Mailings → Start Mail Merge → Letters → Select Recipients → Use Existing List → choose Dealers.xlsx.
4. Insert fields: Insert Merge Field → Name, District, Quantity at blanks.
5. Preview: Preview Results to check "Dear Ram, Rautahat..." per record; add If...Then...Else for conditional lines.
6. Finish: Finish & Merge → Print Documents / Send Email (map To: to Email column). Save merged file for record.

Benefit: one typing, no copy-paste errors; proof with preview before printing 300 copies.