How to Use Mail Merge in Microsoft Word
Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail Merge, you can easily customize form letters for individual recipients. Mail merge is also used to create envelopes or labels in bulk.
This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.
In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge.
Start Mail Merge
Click Step-by-Step Mail Merge Wizard.
Step-by-Step Mail Merge Wizard
Select your document type. In this demo we will select Letters. Click Next: Starting document.
Select Document Type
Select the starting document. In this demo we will use the current (blank) document. Select Use the current document and then click Next: Select recipients.
Select Starting Document
Note that selecting Start from existing document (which we are not doing in this demo) changes the view and gives you the option to choose your document. After you choose it, the Mail Merge Wizard reverts to Use the current document.
Select recipients. In this demo we will create a new list, so select Type a new list and then click Create.
Select Recipients
Create a list by adding data in the New Address List dialog box and clicking OK.
New Address List Dialog Box
Save the list.
Note that now that a list has been created, the Mail Merge Wizard reverts to Use an existing list and you have the option to edit the recipient list.
Edit Recipient List
Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you can edit the list and select or unselect records. Click OK to accept the list as is.
Mail Merge Recipients Dialog Box
Click Next: Write your letter.
Next: Write Your Letter
Write the letter and add custom fields.
Click Address block to add the recipients' addresses at the top of the document.
Address Block
In the Insert Address Block dialog box, check or uncheck boxes and select options on the left until the address appears the way you want it to.
Insert Address Block Dialog Box
Note that you can use Match Fields to correct any problems. Clicking Match Fields opens up the Match Fields dialog box, in which you can associate the fields from your list with the fields required by the wizard.
Match Fields Dialog Box
Press Enter on your keyboard and click Greeting line... to enter a greeting.
Greeting Line
In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.
Insert Greeting Line Dialog Box
Note that the address block and greeting line are surrounded by chevrons (« »). Write a short letter and click Next: Preview your letters.
Chevrons
Preview your letter and click Next: Complete the merge.
Preview Letter
Click Print to print your letters or Edit individual letters to further personalize some or all of the letters.
Print or Edit
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Tax Deducted at Source (TDS)
Tax Deducted at Source (TDS) is
a system introduced by Income Tax Department, where person responsible for
making specified payments such as salary, commission, professional fees,
interest, rent, etc. is liable to deduct a certain percentage of tax before
making payment in full to the receiver of the payment. As the name suggests,
the concept of TDS is to deduct tax at its source.
Let us take an example of TDS assuming the
nature of payment is professional fees on which specified rate is 10%.
XYZ
Ltd makes a payment of Rs 50,000/- towards professional fees to Mr. ABC, then
XYZ Ltd shall deduct a tax of Rs 5,000/- and make a net payment of Rs 45,000/-
(50,000/- deducted by Rs 5,000/-) to Mr. ABC. The amount of 5,000/- deducted by
XYZ Ltd will be directly deposited by XYZ Ltd to the credit of the government.
In
this comprehensive guide on TDS, we are answering 15 frequently asked questions
by business owners. Check out..
1) What Is TAN and How to apply for
TAN?
TAN
stands for Tax Deduction Account Number. It is 10 digit alpha numeric number
required to be obtained by all persons who are responsible for deducting or
collecting tax. Under Section 203A of the Income Tax Act, 1961, it is mandatory
to quote Tax Deduction Account Number (TAN) allotted by the Income Tax
Department (ITD) on all TDS returns. The procedure for application of TAN is
very simple and can be done online by filling up Form 49B.
2) What is TDS Certificate?
TDS
certificates are issued by the deductor (the person who is deducting tax) to
the deductee (the person from whose payment the tax is deducted).
There
are mainly two types of TDS certificates issued by the deductor.
1. Form 16: which is issued by the
employer to the employee incorporating details of tax deducted by the employer
throughout the year, and
2. Form 16A: which is issued in all
cases other than salary.
For
example, Mr. Gupta is working as a salaried employee at a company and tax is
deducted on his salary @ 15%. The company shall provide Mr. Gupta with a Form
16 describing particulars in detail regarding the amount of salary paid and tax
deducted on the same.
However,
had Mr. Gupta been working as a professional and received professional fees
from an organization which is subject to TDS, then he will be provided Form 16A
for the same.
3) When TDS should be
deducted?
The
concept of TDS is based on a simple principle i.e. tax is to be deducted at
the time of payment getting due or actual payment whichever is earlier. A
set of scenarios for will be helpful in understanding the concept:
Say,
ABC Private Limited has to make payment of Rs 50,000/- to Mr. XYZ in exchange
of professional services.
Scenario
1:
Mr. XYZ was paid Rs 30,000/- in advance on 15th July. XYZ raised invoice after completion of work on 31stJuly and rest of payment is to be made.
Mr. XYZ was paid Rs 30,000/- in advance on 15th July. XYZ raised invoice after completion of work on 31stJuly and rest of payment is to be made.
In
such case the company should have deducted tax in the following manner:
On
15th July: Rs 3000/- (@ 10% on
advance of Rs 30000/-)
On
31st July: Rs 2000/- (@ 10% of
total invoice amount as deducted by tax already deducted i.e. Rs 5000/-
deducted by Rs 3000/-)
Scenario
2:
Mr. XYZ raised the invoice on 15th July and was paid whole consideration at one go on 31st July.
Mr. XYZ raised the invoice on 15th July and was paid whole consideration at one go on 31st July.
In
such whole amount of Rs 5000/- shall be deducted on 15th July, the date when
payment got due, and a net payment of Rs 45000/- shall be made on 31st July.
Scenario
3:
Mr. XYZ is to receive the whole amount of Rs 50,000/- well in advance before completion of the assignment.
In such particular case tax of
Rs 5000/- shall be deducted right at the time of payment of advance and no tax
is to be deducted at the time of making an entry for the bill due.Mr. XYZ is to receive the whole amount of Rs 50,000/- well in advance before completion of the assignment.
Get more details
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