Word: Mail Merge

Word
Mail Merge

Introduction
Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes,
name tags, and more using information stored in a list, database, or spreadsheet. When
performing a Mail Merge, you will need a Word document (you can start with an
existing one or create a new one) and a recipient list, which is typically an Excel
workbook.

Optional: If you'd like to work along with the lesson, you can download the
examples below.

▶ Practice document (Word document)

▶ Recipient list (Excel workbook)

Watch the video below to learn more about using the Mail Merge feature.

Word: Mail Merge

To use Mail Merge:

1/11
 Word: Mail Merge

1 Open an existing Word document or create a new one.

2 From the Mailings tab, click the Start Mail Merge command and select
Step-by-Step Mail Merge Wizard from the drop-down menu.

The Mail Merge pane will appear and guide you through the six main steps to complete
a merge. The following example demonstrates how to create a form letter and merge the
letter with a recipient list.

Step 1:
▶ From the Mail Merge task pane on the right side of the Word window,
choose the type of document you want to create. In our example, we'll
select Letters. Then click Next: Starting document to move to Step 2.

2/11
 Word: Mail Merge

Step 2:
▶ Select Use the current document, then click Next: Select recipients to
move to Step 3.

Step 3:
3/11
 Word: Mail Merge

Now you'll need an address list so Word can automatically place each address into the
document. The list can be in an existing file, such as an Excel workbook, or you can
type a new address list from within the Mail Merge Wizard.

1 Select Use an existing list, then click Browse to select the file.

2 Locate your file, then click Open.

3 If the address list is in an Excel workbook, select the worksheet that

4/11
 Word: Mail Merge

4 In the Mail Merge Recipients dialog box, you can check or uncheck each
box to control which recipients are included in the merge. By default, all
recipients should be selected. When you're done, click OK.

5 Click Next: Write your letter to move to Step 4.

If you don't have an existing address list, you can click the Type a new list
button and click Create, then type your address list manually.

Step 4:
Now you're ready to write your letter. When it's printed, each copy of the letter will
basically be the same; only the recipient data (such as the name and address) will be

5/11
 Word: Mail Merge

di erent. You'll need to add placeholders for the recipient data so Mail Merge knows
exactly where to add the data.

To insert recipient data:

2 Choose one of the placeholder options. In our example, we'll select

3 Depending on your selection, a dialog box may appear with various

6/11
 Word: Mail Merge

4 A placeholder will appear in your document (for example,

5 Add any other placeholders you want. In our example, we'll add a Greeting
line placeholder just above the body of the letter.

6 When you're done, click Next: Preview your letters to move to Step 5.

7/11
 Word: Mail Merge

For some letters, you'll only need to add an Address block and Greeting
line. But you can also add more placeholders (such as recipients' names or
addresses) in the body of the letter to personalize it even further.

Step 5:
1 Preview the letters to make sure the information from the recipient list
appears correctly in the letter. You can use the le and right scroll arrows to
view each version of the document.

2 If everything looks correct, click Next: Complete the merge to move to

8/11
 Word: Mail Merge

Step 6:
1 Click Print to print the letters.

2 A dialog box will appear. Decide if you want to print All of the letters, the
current document (record), or only a select group, then click OK. In our
example, we'll print all of the letters.

9/11
 Word: Mail Merge

3 The Print dialog box will appear. Adjust the print settings if needed, then
click OK. The letters will be printed.

Challenge!
1 Open our practice document and practice recipient list.

2 Use the Mail Merge Wizard to merge the letter with the recipient list.

3 Insert an address block at the top of the document. Choose the second
format: Joshua Randall Jr.

4 Above the body of the letter, insert a Greeting Line. Format the greeting
line so it says Mr. Joshua Randall,

5 Check your letters to make sure they are formatted correctly. Your third
letter should look something like this:

10/11
 Word: Mail Merge

6 Complete the merge.

11/11