Microsoft Office Word Training Tip 5: How do I use Mail Merge?

Mail Merge is linking together a document with a source of data, for example a letter with a database of names and addresses. Only one document is needed and once linked to the data mail merge creates the required number of documents needed from that data source.

This is how you do it – it’s easier to create the document you want to use first but you don’t have to:

• Create a letter but leave blanks in the normal places for name and address.

• We can now start to use the mail merge feature. Click on the ‘Mailings’ ribbon and ‘Start Mail Merge’.

• Select the ‘Step by Step Mail Merge Wizard’ at the bottom of the list. This will lead you through the mail merge process.

• Select your document type. For example, click on ‘Letters’, then click on ‘Next’ – shown at the bottom in blue text.

• Choose the document you will be working on. For example, a current document. Click on ‘Next’ – shown at the bottom in blue text.

• We now need to type a list of the people we will be sending this letter to. You could browse for an old list or even select from your contacts in Outlook. In this example we will choose ‘Type a new list’. Then click ‘Create’.

• Once you have typed in the information into the columns click on OK and save the list with the name ‘letter data’. Click on ‘Next’ at the bottom.

• We can now insert the merge fields into the document. Click where you want the person’s name to go. Click on ‘Insert Merge Field’ in the Mailings ribbon. Choose ‘Title’ press space then ‘First Name’ press space then ‘Last Name’. Continue in the same way with the address. Click on ‘Next’ when complete.

• Click on ‘Preview Results’ on the Mailings ribbon. Use the left or right arrows to move through your letters. If you want to exclude someone from the merge there is an exclude button in the right panel.

• If you have excluded someone, but want to bring them back just click on ‘Edit Recipient list’ in blue (just above the exclude button!) and tick the empty box next to their name. When complete click on ‘Next’.

• It is now time to complete the merge process. You can either send the document to ‘Print’ directly or you can choose ‘Edit Individual Letters’ which allows you to see all the letters on screen first.

• Your mail merge is complete!

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