How to create Mail Merge in MS Word?

Microsoft Word is word process software. It is developed by Microsoft and is part of Microsoft Office suite. It enables you to create, edit and save professional documents like letters and reports.

 

              

Follow this steps to create it:

Step 1 - Select Document Type

                  * Click Letters for the document type

                  * Click Next: Starting document 

Step 2 - Select Starting Document 

                  * Click Use the current document under Select starting document

                  * Click Next: Select recipients

Step 3 – Select Recipients 

The recipients can come from either an existing Excel file, an Access table or you can create a new list in Word. 

If Using an Existing List

1) Click Use an existing list under Select recipients 

2) Click Browse 

3) Select the file 

4) Click Open 

5) Select the worksheet tab name that contains the data 

6) Click OK (Mail Merge Recipients opens showing the file data

7) Click OK

8) Click Next: Write your letter

If Creating a New List: 

1) Click Type a new list under Select recipients  

2) Click Create 

3) Click Customize Columns to modify the list of fields

4) Delete any unnecessary field names and/or add new ones 

5) Click OK

6) Begin typing records, hitting TAB to advance to the next field and to continue adding new records 

7) Click OK

8) Click Save 

  The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved in the My Data Sources folder. It is recommended to save the file in this folder.

9) Click Next: Write your letter

Step 4 – Write Your Letter 

1) If including an address, click the location in your document where the address data will be inserted 2) Click Address block… 
3) Select the address elements you want included 
4) Click OK

                   

         

           The field name will look like this: The address block will insert the following fields including any necessary punctuation: First Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code. If your fields do not match the ones listed above or you are not using address fields, click More items…

              

5) Click on the field from the list 

6) Click Insert 

7) Click Close The field name will look like this - «First_Name»

8) Repeat this step until all fields have been inserted. Remember to put spaces and punctuation where needed. 

9) Click Next: Preview your letters

Step 5 – Preview Your Letters 

Here is where you can preview the first page with the fields filled in. 

                    Click Next: Complete the merge

Step 6 – Complete the Merge 

1) Click Print to send directly to the printer
2) Click Edit individual letters to create a new file

Mail Merge – Labels 

1) Create a new blank document
2) Click the Mailings tab
3) Click Start Mail Merge
4) Click Step-by-Step Mail Merge Wizard

Step 1 – Select Document Type 

1) Click Labels for the document type
2) Click Next: Starting document 

Step 2 – Select Starting Document

 

1) Click Use the current document 

2) Click Label options under Change document layout
3) Choose the label style you are using  

4) Click OK 

5) Click Next: Select recipients

Step 3 – Select Recipients 

1) Click Use an existing list under Select recipients (or you can create a new list) 

2) Click Browse 

3) Select the file

4) Click Open 

5) Select the worksheet tab name that contains the data

6) Click OK 

7) Click Next: Arrange your labels

Step 4 – Arrange Your Labels

1) Click in the first label box and click on either Address block or More items to insert the data fields 

2) Click Update all labels to include the fields on all labels 

3) Click Next: Preview your labels

Step 5 – Preview Your Labels 

Here is where you can preview the labels.

  Click Next: Complete the merge

Step 6 – Complete the Merge 

Click Print to send directly to the printer 

                            OR  

Click Edit individual labels to create a new file