Mail Merge in Word

Mail Merge in Word

• This document outlines the process for using mail merge within Microsoft Word.
• Mail merge is a tool that allows for automatic creation of form letters, labels, and envelopes.
• The main document will contain the basic text and graphics for all versions of the merged documents.
• The data source is a file containing information that must be linked to the main document to complete the mail merge.
• The mail merge process uses the main document as the template and pulls information from a data source to create the final output.

Form Letters

• First, a blank document is created.
• The letter is typed and formatted, leaving designated areas where data from the data source will be inserted.
• The mail merge task pane will appear, and the user needs to follow six steps.

Step 1: Selecting the Document Type

• Select “Letters” for the document type.

Step 2: Selecting the Starting Document

• Select “Use the current document".

Step 3: Selecting Recipients

• Use an existing list or create a new one within Word.

Using an Existing List

• The source file is selected and the worksheet tab containing the data is chosen.
• The Mail Merge Recipients window will open displaying the file data.
• Click OK.

Creating a New List

• Select “Type a new list” under “Select recipients".
• Click “Create.”
• Click "Customize Columns" to modify the list of fields.
• Delete unnecessary columns and add new ones as needed.
• Click “OK”.
• Begin typing records, advancing to the next field by pressing "TAB".
• Click “OK”.
• Click “Save”.
• The new list will be saved as a Microsoft Access file type in the "My Data Sources" folder.

Step 4: Writing the Letter

If including an address use the following steps:

• Click the location where the address data will be inserted.
• Click “Address block…”.
• Select the desired address elements.
• Click “OK”.
• Click “Next: Preview your letters.”

Step 5: Previewing the Letters

• This allows the user to preview the first page with fields filled in.
• Click “Next: Complete the merge.”

Step 6: Completing the Merge

• Select “Print” to send directly to the printer.
• Select “Edit individual letters” to create a new file.

Mail Merge – Labels

• Create a new blank document.
• Click the "Mailings” tab.
• Click “Start Mail Merge”.
• Click “Step-by-Step Mail Merge Wizard”.

Step 1: Select Document Type

•  Click “Labels” for the document type.
• Click “Next: Starting document”.

Step 2: Select Starting Document

• Click “Use the current document”.
• Click “Label options” under “Change document layout”.
• Select the label style to be used.
• Click “OK”.
• Click “Next: Select recipients”.

Step 3: Select Recipients

• Click “Use an existing list” under “Select recipients”.
• Click “Browse”.
• Select the file.
• Click “Open”.
• Select the worksheet tab name that contains the data.
• Click “OK”.
• Click “Next: Arrange your labels”.

Step 4: Arrange your Labels

• Click in the first label box.
• Click "Address block” or "More items” to insert the data fields.
• Click “Update all labels” to include the fields on all labels.
• Click “Next: Preview your labels”.

Step 5: Preview your Labels

• This provides a preview of the labels.
• Click “Next: Complete the merge”.

Step 6: Complete the Merge

• Click “Print” to send directly to the printer.
• Click “Edit individual labels” to create a new file.