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Using Mail Merge in Word 2010: Create Your Data List Containing All The Details You Require and Save, E.G. First

To use mail merge in Word 2010: 1. Create a data list containing details like names, emails, etc using Excel or a Word table. 2. Create the main document (letter) and insert merge fields linked to the data list. 3. From the Mailings tab, use the mail merge wizard to link the data list, insert fields, and output merged documents or emails. Mail merge allows automatically populating documents with customized field data from an external data source.

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61 views7 pages

Using Mail Merge in Word 2010: Create Your Data List Containing All The Details You Require and Save, E.G. First

To use mail merge in Word 2010: 1. Create a data list containing details like names, emails, etc using Excel or a Word table. 2. Create the main document (letter) and insert merge fields linked to the data list. 3. From the Mailings tab, use the mail merge wizard to link the data list, insert fields, and output merged documents or emails. Mail merge allows automatically populating documents with customized field data from an external data source.

Uploaded by

cm_arena
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOC, PDF, TXT or read online on Scribd
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Using Mail Merge in Word 2010

To use mail merge to create multiple letters:

1. Create your data list containing all the details you require and save, e.g. first
name, last name, school, email, etc.

a. You can use either Microsoft Excel or a table in Microsoft Word to store
the data. I prefer Excel as you have the ability to sort and re-arrange
data as required.

2. Create your document (letter) and save.

To start the Mail Merge:

1. Open your letter

2. Click on the Mailings tab.

3. Click Select Recipients…select Use Existing List (this allows you to


locate and open the data file that stores the information to be inserted into the
letter)

4.
Navigate
to the
location of
the data file.

5. Click on the name


of the file, click Open
6. This shows all the available sheets in your spreadsheet. Click on the
required sheet. Click OK.

7. Note: This process links the data file to the letter

8. In your letter, position the cursor at the place where information from the
data file is to be inserted. E.g. Name

9. From the Mailings Ribbon select Insert Merge Field

i. A list of the column headings (fields) from


your spreadsheet or table will be shown

ii. Click on the required field – this will insert the


field name (placeholder) into the letter. When
merged this placeholder will be replaced by the
contents of that column.

10. Repeat this process – inserting all field names in the


correct place in the letter.

11. Save your letter.

12. You can also determine which letters will be produced.

Field
Names
13. From the Mailings Ribbon click Edit Recipient List

i. This displays all the information in your data file.

14. You can select/de-select recipients as required by clicking in the box


next to their names.

Completing the merge

1. From the Mailings Ribbon click Finish and


Merge

2. There are 3 options available:

• Edit individual Documents - allows you to


see all the merged letters so minor changes can be made to them if
required. I do this all the time! The merged documents are a separate file so
you can also save the merged letters if required.
• Print Documents – sends the merged documents directly to the printer.

• Send E-mail Messages – sends the merged letters to the recipient via e-
mail.

o To: Select the name of the


column containing the email
addresses from the drop-down
menu e.g. email

o Subject Line: Type in the


subject of your e-mail

o Mail Format: Choose from:

 HTML

 Plain Text

 Attachment

o Be very careful with e-mail – you won’t see much happening – just
the different data flashing past – but it does send the e-mail

• NOTE:

o To use this option, you MUST have the email address in a


column in your spreadsheet/table

Note:

1. For each option you have the ability to


choose which records are printed,
displayed, e-mailed.

2. Choose from All, Current Record or


From: To:
Creating Labels using Mail Merge

1. Create your data file using Excel or a Word table. Save it.

2. From the Mailings Ribbon click Start Mail Merge and select Labels

3. From the dialog box displayed set:


a. Label Vendors: to Avery A4/A5 (what we use in the office)
b. Product Number: to L7163 (or whatever the number of the label
type is)
c. Click OK
4. The page will be displayed with an outline grid
a. If the gridlines aren’t visible, click the Home ribbon
b. Click on the Borders icon (next to paint bucket)
c. Select View Gridlines from the dropdown
menu

5. Position the cursor in the first label. Type in any data that will remain
constant or add some clip art.
6. From the Mailings Ribbon click Select Recipients and choose Use
Existing List
7. Locate the spreadsheet/table that contains the data.
8. Click on the name and click Open
9. From the Mailings Ribbon click Insert Merge Field.
10. Insert the headings that are required e.g. Name, School
11. You can also add images to the label using clip art or other images.
12. Your page should now look like this:

13. Click Update Labels – this will copy the information


across to all other labels.
14. Click Preview Results to have a look at how the labels look

15. Click Finish and Merge – choose Edit Individual Documents to


check then print.

Note:

• You cannot open a copy of the spreadsheet/table while the merged letter is
open.
• The letter you use as a mail merge is linked to the data file you set. You
may use the same letter with a different data source – if you do then
when opening the letter make sure you select NO when the following dialog
box is displayed:

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