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Word Merge 2010

Mail merge allows users to automatically insert address and contact information from a data source into form letters, labels, and envelopes. The process involves creating a main document with placeholders, connecting to a data source file containing contact records, and merging the data fields into the main document. Common data sources include Excel, Outlook, and Access. Users can preview and then print or email the merged documents.

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52 views8 pages

Word Merge 2010

Mail merge allows users to automatically insert address and contact information from a data source into form letters, labels, and envelopes. The process involves creating a main document with placeholders, connecting to a data source file containing contact records, and merging the data fields into the main document. Common data sources include Excel, Outlook, and Access. Users can preview and then print or email the merged documents.

Uploaded by

jath
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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SIU Medical Library / Department of Information and Communication Sciences

MAIL MERGE
Microsoft Word 2010

OVERVIEW
Mail Merge allows you to automatically merge a list of variable information, such as addresses, with standard text to create form
letters, mailing labels and other types of documents.
Use Mail Merge to create form letters, mailing labels, envelopes, directories, and mass e-mail and fax distributions. To complete the
basic process:
1. Open or create a main document. In a mail-merge operation in Word, the main document contains the text and graphics
that are the same for each version of the merged document, such as the return address or salutation in a form letter.
2. Open or create a data source. The data source file contains the information to be merged into a document such as the list
of names and addresses you want to use in a mail merge. You must connect to the data source before you can use the
information in it.
3. Add or customize merge fields. A merge field is a placeholder that you insert in the main document. Word will insert the
city name stored in the City data field into the main document.
4. Merge data from the data source into the main document to create a new, merged document.

IMPORTANT
Make sure you save the original main document with the placeholders or merge fields. You will see the merge toolbar
displayed in this document. The document with the merged data is NOT the main document.
If you need to make a form letter, envelopes and mailing labels, you can use the same data source for all three. However, you will
create and save a new main document for each. (one for the letter, one for the labels, and one for the envelopes)

DATA SOURCE
The data file can be in a variety of formats, including:
Microsoft Office Outlook Contacts lists.
Microsoft Office Excel 2007 worksheets.
Microsoft Office Word 2007 tables.
Microsoft Office Access 2007 database tables.
Text files in which tabs or commas separate the columns, and paragraph returns separate the rows.
In a data file, information is organized into columns and rows. Each column represents a category, such as first name, last name,
company, or street address. Each row, except for the first row, represents one complete record or set of data. The first row is
special. Called the Header row, it contains the column names.
For the best results, set up your data file so that each column represents the smallest possible category. For example, use separate
columns for first and last names rather than just a name column. Use separate columns for each element in an address, such as
street number, city, state, and postal code. This gives you the most flexibility when you arrange fields in the main document.

CREATING A FORM LETTER


STEP 1: CLICK THE MAILINGS TAB

STEP 2: CLICK START MAIL MERGE AND CHOOSE LETTERS

STEP 3: SELECT RECIPIENTS

If creating a new list,


You may start typing in the table and use the TAB key to move
from cell to cell.
Click the Customize Columns button at the bottom of the window
to customize the address list.

The resulting window lists the Field Names provided.


Customize by adding, deleting or renaming fields.
You can also change the order of the fields by selecting the field
name and using the Move Up and Move Down buttons.

STEP 4: INSERT MERGE FIELDS AND WRITE LETTER


To insert an address block:
Put the insertion point in the desired location in your letter and
click the Address Block button on the Write & Insert Fields section
of the ribbon.

Choose the desired format for the address block and click
OK
Use the Match Fields button to match your field names with the
required fields to correct problems. This may be necessary if you
created the address list in another program, such as Excel.

To insert a greeting line:


Put the insertion point in your document where you want a
greeting line and click the Greeting Line button on the Write &
Insert Fields section of the ribbon

Choose a format for the greeting line and click OK

View your merged data


Click the Preview Results button on the ribbon to replace the
merge fields with the data from your recipient list so you can see
how it will look

STEP 5:

COMPLETE THE MAIL MERGE

Click the finish & merge button on the preview results


section of the ribbon.
You may merge to a new document (recommended), send directly
to the printer or directly to email.
Merging to a new document will allow you to check it before
printing and to edit individual letters in the document if desired.

CREATING ENVELOPES

STEP 1: CLICK THE MAILINGS TAB

STEP 2: CLICK START MAIL MERGE AND CHOOSE ENVELOPES

Choose the envelope size and delivery and return address fonts.

STEP 3: SELECT RECIPIENTS


Type a New List as described above in Creating a Form Letter.
OR
Use an existing list

STEP 4: INSERT AN ADDRESS BLOCK


To insert an address block:
Put the insertion point in the desired location in
your envelope and click the Address Block button
on the Write & Insert Fields section of the ribbon.
NOTE: If you turn on the formatting marks you will
be able to see where the address block should go.
Click the Home Tab and then the

button.

Choose the format that you want for the


address block and click OK
Use the Match Fields button to match your field
names with the required fields to correct
problems. This may be necessary if you created
the address list in another program, such as Excel.

View your merged data


Click the Preview Results button on the ribbon to
replace the merge fields with the data from your
recipient list so you can see how it will look

STEP 5:

COMPLETE THE MAIL MERGE

Click the Finish & Merge button on the preview results


section of the ribbon.
You may merge to a new document (recommended), send directly to
the printer or directly to email.
Merging to a new document will allow you to check it before printing
and to edit individual letters in the document if desired.

CREATING MAILING LABELS


STEP 1: CLICK THE MAILINGS TAB

STEP 2: CLICK START MAIL MERGE AND CHOOSE LABELS

Select the label vendor and product


number for the type of labels you are
using
OR
Choose the New Label button and enter
the dimensions for your label.

STEP 3: SELECT RECIPIENTS


Type a New List as described above in Creating a Form Letter.
OR
Use an existing list

STEP 4: INSERT AN ADDRESS BLOCK


To insert an address block:
Put the insertion point in the desired location in your
envelope and click the Address Block button on the
Write & Insert Fields section of the ribbon.
Word inserts the address block in the first label.

Click the update labels button


This will update all the labels in the document to use
information from the recipient list.
You will see a next record command and an address
block added to the remaining labels.

View your merged data


Click the Preview Results button on the ribbon to
replace the merge fields with the data from your
recipient list so you can see how it will look.

STEP 5:

COMPLETE THE MAIL MERGE

Click the finish & merge button on the preview results section of the
ribbon.
You may merge to a new document (recommended), send directly to the printer or
directly to email.
Merging to a new document will allow you to check it before printing and to edit
individual letters in the document if desired.

HELPFUL TIP
If you have more than one merge document open at a time you Word will not allow you to edit the data source document
containing the addresses.
CPG 11/24/2014

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