Mail Merge Notes 3rd Form 2
Mail Merge Notes 3rd Form 2
Information Technology
Mail merge
Using mail merge feature, you can produce a large amount of
personalized form letters, mailing labels and memos without
having to type each one individually. For example, many
companies send standard letters to customers in which the body
of the letter is the same but the name, address and a few pieces
of additional information may be different. This type of
correspondence can be done easily using mail merge. Merging
requires the use of two files: a main document and a data source.
Data from the data source is inserted into the main document to
produce personalized documents.
2. Follow the Mail Merge Wizard by choosing the type of document (labels, letters, envelopes
etc.) and hit Next at the bottom.
3. Select label options in blue to choose the correct formatting. A new window will come up
4. Select whether to use the current document (can be an existing document, Excel), change
document layout or start from existing document.
5. Hit Next: Select recipients at the bottom. Then choose one of the options at the top – using
an existing list, select from Outlook contacts or type a new list.
If you choose to using an existing list, then you will need to select the
blue browse button.
If you choose to select from Outlook contacts you will have to select the blue choose
contacts folder button. That will bring up a window for you to select the correct folder.
If you choose to type a new list you will need to select the blue create button and a
window will pop up to create the contacts for the document.
6. When choosing use an existing list, and browsing, you can select a document (such as excel)
with the addresses in it. Then it will bring up a verification page like this:
7. Once you click OK, your word doc will look like this, or similar depending on formatting:
10. If you click on the Address Fields button you will need to insert each option one by one. In
the Insert Merge Filed window select and insert the options you wish to add to your mail
merge document, and in the order you want them to appear. (Normally select First Name, Last
Name, Address 1, City, State, Postal Code) Then you will have to do additional formatting to
your document. Add a space between each option you chose, and put them in proper rows.
11. If you choose the Database Fields option you can select the lines you want to add. You will
also have to add some spaces and other formatting to the document.
To this:
12. Then hit the Update all labels button to update the entire page:
13. Then hit Next: Preview you labels at the bottom to view the labels:
14. Then hit Next: Complete the merge. You have the option to Print or Edit individual labels
from there.