Word - Mail Merge

Background Information

Mail merges are used to create a set of documents that are essentially the same but contain unique elements. A common example of a Mail Merge is a letter mailed to a large group of people where the text stays the same except for name and address information.

Using a Mail Merge, you can create a Data File that contains the unique information (commonly an Excel spreadsheet). This data file is then linked to a Main Document that contains the information that is the same in each version (similar to a template). Word then combines these together to create a Merged Document. To review an example of this, please open the pdf attachment.

How to Perform a Mail Merge

  1. Create a Data File which contains the unique information to be added to your Main Document (this is most often created in Excel, but other formats are possible, such as a Word table, or Outlook Contact list)
  2. Open or write your Main Document
  3. From the Mailings tab, click Start Mail Merge then click Step by Step Mail Merge Wizard
  4. Follow the steps of the Mail Merge Task Pane, shown on the following page.

NOTE: The steps listed below represent only one type of Mail Merge. There are other options and features available. Please contact the IT Technical Training Team with specific questions.

Section and Steps

  1. Choose the type of document that you want to merge information into.
    • Letters for the document type.
  2. Click Next.
  3. Use the Current Document for the Starting Document.
  4. Click Next.
  5. Choose the location of the Data File:
    • Choose Use an existing list.
    • Click “Browse” to locate your Data file.
  6. Select the Workbook you’d like to use.
  7. If there are multiple sheets within the workbook, select the sheet you’d like to use.
  8. Click OK.
  9. Select the recipients who will be used in the merge.
  10. Click OK.
  11. Click Next from the Wizard Panel.
  12. Add fields that indicate where the unique information will appear in each copy of the document.
    • Click More Items.
    • Select items to add as placeholders in your document as appropriate and click “Insert” then click “Close”.
    • Click Next on the Wizard Panel.
  13. Click the << and >> buttons to browse through the completed merged document.
  14. Click Edit recipient list to sort, or filter the list.
  15. Click Exclude this recipient to remove one record of the merged document.
  16. Click Next in the Wizard Panel.
  17. Create a new document that contains all of your merged letters, or else print the documents without creating a new document.
    • Click Edit individual letters, or
    • Click Print to print the documents right away.

 

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.

Print Article