Mail Merge In Word

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Mail Merge in Microsoft Word

Mail Merge is a useful tool that will allow you to easily produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. Setting up a mail merge or data document involves several steps, some of which must be done before others can happen.

The main steps are:

  1. Set the document type — letter, email, envelope, labels, or directory.

  2. Associate a data source with the document — New, Outlook contact, or some other sources.

  3. Design your data document by combining ordinary document features with Word merge fields.

  4. Preview the finished document by testing to see how it looks with different data records.

  5. Finish the process by merging the data document with the data source, creating a printed result, a saved document, or an e-emailed document.

Mail Merge

How to Use Mail Merge

  1. Open an existing Word document, or create a new one.

  2. Click the Mailings tab.

  3. Click the Start Mail Merge command.

  4. Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge. Below is an example of creating a form letter and merging it with a recipient list.

1. Select Document Type

In the Mail Merge pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives.

Mail Merge

2. Select the Starting Document

Click one of the following options:

  • Use the current document: Use the currently open document as your main document.

  • Start from a template: Select one of the ready-to-use mail merge templates.

  • Start from existing document: Open an existing document to use as your mail merge main document.

3. Select Recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge.

Method I: Use an existing data source

  1. In the Mail Merge task pane, click Use an existing list.

  2. Click Browse and select the file that contains the variable information.

  3. Sort and edit the data if needed.

  4. Save the main document — the data source is also attached to it.

Method II: Use names from a Microsoft Outlook Contact List

  1. Click Select from Outlook contacts.

  2. Choose the contacts folder.

  3. Sort or edit data as needed.

Method III: Create a new database

  1. Click Type a new list → Create.

  2. Enter the address information for each record.

  3. Use New Entry, Delete Entry, Find Entry, and Customize options as needed.

  4. Save the address list and attach it to the main document.

  5. MailMerge

4. Write Your Letter

  1. Type or add any text and graphics you want in your letter.

  2. Add merge fields where you want variable information to appear.

  3. Options in Mail Merge task pane include:

    • Address block

    • Greeting line

    • Electronic postage (requires postage software)

    • More items (insert individual merge fields)

  4. Format merge fields as regular text.

  5. Save the main document.

5. Preview Your Letters

This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letters.

6. Complete the Merge

This step merges the variable information with the form letter. You can output the result in two ways:

  • Print: Sends the merged document directly to the printer.

  • Edit individual letters: Displays the merged document on your screen.

Conclusion

Mail Merge is an efficient tool for creating personalized documents in bulk, saving time and reducing errors. By combining a main document with a data source, users can produce letters, labels, and other communications with minimal effort. Mastery of Mail Merge helps streamline administrative tasks and enhances productivity in both personal and professional settings.


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