Cambridge A Level Information Technology (ICT): Mail merge (9626)

This study guide covers topic 18, Mail merge (section 18.1) of the Cambridge International AS & A Level Information Technology 9626 syllabus for examination in 2025, 2026 and 2027 (version 3). It is A Level only content. The syllabus bases Paper 3 (Advanced Theory) questions on sections 12–21 and Paper 4 (Advanced Practical) tasks on sections 17–21, so you can meet mail merge in both the theory paper and the practical paper.

The syllabus names no software, and the way fields are typed differs between word processors, so learn the purpose and logic of each feature. Use this guide with the revision notes and the practice questions. The course hub is Cambridge A Level IT, and the printable 9626 checklist lists every outcome. Find your gaps with a free 10-minute diagnostic.

What this topic covers

Section	What you must be able to do	Level
18.1	Explain when and why mail merge is used	A Level only
18.1	Explain the need for data sources and master documents	A Level only
18.1	Create, edit and use source data	A Level only
18.1	Create master documents for letters, labels (including custom labels) and a directory	A Level only
18.1	Link a master document to a source file, using correct field names and embedding a chart/table	A Level only
18.1	Insert merge fields, document properties, document fields and date/time fields	A Level only
18.1	Set up Fill-in and Ask fields with prompts, and formula fields; explain when and why	A Level only
18.1	Select recipients (edit, sort, filter) and exclude them, including with If Then Else, Skip Record If and Next Record If; explain when and why	A Level only

When and why mail merge is used

Mail merge combines one master document with a file of records to produce a personalised copy for each record. Use it when the same document goes to many people but some details differ: letters, invoices, reminders, certificates, badges, labels and printed lists.

Why it is used:

• Saves time: layout and fixed text are written once.
• Consistency: every copy has the same layout and wording.
• Fewer typing errors: details come from stored data, not retyping.
• Personalisation: “Dear Mr Iqbal” looks more professional than “Dear Customer”.
• Selection: rules pick out only the records that need a document.

Limitations: a source error is copied into every document that uses it, set-up is not worth it for a few letters, and bulk mail can be seen as junk.

Data sources and master documents

• The master document (main document) holds everything that is the same in every copy: layout, fixed text, logos, and merge fields that mark where data goes.
• The data source holds the data that changes. Each record (row) is one recipient. Each field (column) is one item, such as Forename or Postcode. The first row holds the field names.

You need both: the master cannot personalise without data, and the data has no layout without the master. Keeping them separate also lets one data source feed several masters, such as a letter and labels for the same mailing.

Creating and editing source data

A data source can be a spreadsheet, a database table, a CSV file or a table in a word-processed document. Build it so the merge works first time:

1. Field names in the first row only, each unique and descriptive (Forename, not Name1).
2. One record per row, with no blank rows or merged cells.
3. Split data into the smallest useful fields: Title, Forename and Surname, not one Name field.
4. Keep formats consistent: dates in one format, numbers stored as numbers, not text.
5. Remove duplicates and check spellings before merging.

Correct errors in the source itself, not in one merged letter, so the fix is kept for every future merge. For more on fields, records and file types, see the database and file concepts study guide.

Creating master documents

Letters

One merged document per record, with an address block, a salutation and personal details in the body. Leave spaces and punctuation between fields: «Title» «Surname» needs a space, or the output reads “MrIqbal”.

Labels and custom labels

The master is one page of labels. Each label holds the same field layout, and records fill the labels in order. A custom label is set up by entering the measurements of the label sheet yourself, when it is not a stock size. You need: page size, top margin, side margin, label width and height, horizontal and vertical pitch, and the number across and down.

Pitch is label size plus the gap to the next label.

Worked example 1 – custom labels. An A4 sheet (210 mm × 297 mm) holds labels 99 mm wide and 38 mm high, 2 across and 7 down. There is a 2 mm gap between columns and no gap between rows. The labels sit centrally.

Horizontal pitch = 99 + 2 = 101 mm
Vertical pitch   = 38 + 0 = 38 mm
Width used  = 2 × 99 + 1 × 2 = 200 mm  → side margin = (210 − 200) ÷ 2 = 5 mm
Height used = 7 × 38 = 266 mm          → top margin  = (297 − 266) ÷ 2 = 15.5 mm
Labels per sheet = 2 × 7 = 14
150 records: 150 ÷ 14 = 10.7 → 11 sheets; the last sheet has 150 − 140 = 10 labels

A directory

A directory (or catalogue) puts all the selected records into one document, one after another. Use it for a phone list, price list or class list. The master holds only the repeating part, such as one line of fields; add any heading after merging or it repeats for every record.

Linking the master document to the source file

Link the master to the data source before inserting fields. Then:

• Use the correct field names. A field in the master must match a column heading in the source exactly. If a task asks for the customer’s first name, insert «Forename», not «Surname» or a typed name. Rename a column after linking and that field breaks.
• Embed a chart or table, such as a price table or a sales chart from a spreadsheet. An embedded object is a copy stored inside the document, so it appears in every merged copy and does not change if the spreadsheet changes later; a linked object would update from its file. A table in the master can also hold merge fields, such as an invoice line.

Inserting fields

Field type	What it inserts	Example use
Merge field	The value of a named field for the current record	«Forename» in the salutation
Document property	Information stored with the file, such as title, author or company	Author name in a footer
Document field	Information about the document itself, such as page number, number of pages or file name	“Page 1 of 2” footer; file name for version control
Date/time field	The current date or time, formatted as required	Letter date that updates each time you merge

A typed date never changes; a date field updates, so a letter merged next month shows next month’s date. Choose an unambiguous format, such as 6 October 2026.

Setting up fields

Manual completion: Fill-in and Ask

Some information is not in the source and changes each merge, such as a meeting date. A field can prompt the user to type it.

• Fill-in: shows a prompt during the merge, and the response appears where the field is placed.
• Ask: shows a prompt and stores the response under a name. The stored value is then shown by a reference to that name, and can be reused in several places or used in a condition.

Both can usually be set to prompt once for the whole merge (the same answer in every copy) or for each record (a different answer per recipient).

A good prompt says exactly what to type and in what format: “Enter the parents’ evening date (e.g. 14 November 2026)”. A default response saves typing. A vague prompt such as “Enter date” invites the wrong date or format.

Automatic completion: formula fields

A formula field calculates a value from merge fields when each copy is produced, so no total is typed by hand.

Worked example 2 – invoice letter. The source holds Quantity; the unit price is 25.50. The letter shows the total and gives 10% discount when the total is over 500.

Total    = «Quantity» × 25.50
Discount = IF Total > 500 THEN Total × 0.10 ELSE 0
To pay   = Total − Discount

Record with Quantity 24: Total = 612.00, Discount = 61.20, To pay = 550.80
Record with Quantity 12: Total = 306.00, Discount = 0.00,  To pay = 306.00

Set a number format so money shows two decimal places.

When and why fields need to be set up

Set fields up when data is not in the source (manual completion), when a value can be calculated (no arithmetic errors), or when information must stay current (dates, page numbers). Set them up before merging and test them on a few records.

Specifying rules

Selecting recipients: editing, sorting and filtering

• Editing the recipient list corrects or updates records before merging.
• Sorting sets the output order, for example by postcode for bundling post, or by surname for filing.
• Filtering selects only records that meet criteria, using comparisons (=, <>, <, >, <=, >=) joined by AND or OR.

Worked example 3 – filter, exclude, sort. A charity’s source has fields Surname, Region, Owed and Contact. Reminders go to the North region, only where money is owed.

Surname	Region	Owed	Contact
Okafor	North	40	Yes
Patel	South	0	Yes
Ahmed	North	0	Yes
Brown	North	15	No
Zhou	East	60	Yes
Khan	North	25	Yes
Evans	South	30	Yes
Iqbal	North	80	Yes

Filter: Region = "North" AND Owed > 0  → Okafor, Brown, Khan, Iqbal
Rule:   Skip Record If Contact = "No"  → Brown removed
Sort:   Surname ascending              → Iqbal, Khan, Okafor (3 letters)

OR instead of AND would wrongly select every North record and every record owing money.

Excluding recipients

You can exclude individual records by hand (deselect them in the recipient list), for example a duplicate or someone who has asked not to be contacted. To exclude by a rule, use conditional fields:

• If Then Else tests a condition and inserts one result if it is true and another if it is false. It changes what a copy says, for example a paid or unpaid sentence; with an empty result it can leave a line out.

IF «Owed» > 0
THEN "Please pay the balance of «Owed» by the end of the month."
ELSE "Thank you: your account is fully paid."

• Skip Record If tests a condition; if it is true, no copy is produced for that record and the merge moves on.
• Next Record If tests a condition; if it is true, the merge moves to the next record within the same merged document. It is used in labels and directories. It moves on only one record each time it is tested, so two matching records in a row are not both passed over; a filter or Skip Record If is more reliable for exclusion.

When and why rules need to be specified

Rules make sure only the right people receive a document. That avoids wasted printing and postage, avoids confusing people (a reminder to someone who has paid), respects people who asked not to be contacted, which supports data protection, and keeps output in a useful order.

Common errors

• Inserting a field with the wrong name, so every copy shows the wrong data.
• Missing spaces or punctuation between fields.
• Typing a date or total instead of using a field.
• A vague prompt with no format.
• Using OR where the criteria need AND.
• Choosing a letter merge when a directory is needed.

Where next

Use the mail merge revision notes, then the mail merge practice questions. Sorting and filtering also appear in the spreadsheets study guide.

Official syllabus

Cambridge International AS & A Level Information Technology 9626 syllabus for examination in 2025, 2026 and 2027, version 3 (published July 2025), Cambridge International, part of Cambridge University Press & Assessment. Topic 18, Mail merge, section 18.1.