Now all of your documents are ready to print or review. Select the Mailings tab, then click Finish & Merge button, then click Edit Individual Documents. Here comes the fun part, merging your document. If you know, you might use a document with a similar structure, and you can choose the option to reuse it in an existing document during the Mail Merge wizard. When complete, save your letter this will be called the Form Letter. Repeat the steps to populate your document with the appropriate merge fields. To insert a merge field, select the Mailings tab, click Insert Merge Field, then choose your merge field. Proceed to write your letter, then enter merge fields where necessary. If you want to make changes such as edit or add a field, select the Data Source, then click Edit. Save your data source, which will merge into your final document.Ī preview of your Mail Merge Recipients will be presented. Proceed to populate the fields with the names and addresses of each recipient when complete, click OK.
Once complete, the list of field names should match and amount to the same as described in our sample document. Repeat this step for all the sections you don’t want.īecause we don’t have some specific fields needed, we will have to rename existing fields and add new ones. To delete a field, select it, then click Delete.Ĭlick Yes to confirm the deletion. Some of them are important, so we will keep just the ones we want. If you go back to our sample document, you will notice we only had five fields, while the pre-populated fields provided by Word total 13. So we will delete and modify some of the field names click the Customize Columns button to do so. This might not be ideal since we might not want some of these areas, which might confuse us. Ī form with pre-populated fields will be presented. For this article, I will create my data source from scratch by selecting, Type a new list and then click Create. You can use multiple sources for your recipient list, including a Microsoft Access Database or Excel Spreadsheet. If I already had a letter prepared, I could modify the field names as the basis for the data source. The Mail Merge wizard gives you the choice of using an existing document. Select Use the current document and then continue to the next step to select recipients.
When the Mail Merge wizard comes up, choose the Letters radio box and then click Next: Starting document. The sample letter below contains five fields I will need to include in each document.Ĭreate a new blank document in Microsoft Word and select the Mailings tab > Start Mail Merge > Step-by-Step Mail Merge Wizard. Another important part of creating a mail merge document is the Form, which contains information delivered to the recipient. The first step is to have all the unique information for each recipient called a Field Name, such as the name, address, and salutation. Once you have gathered the information for the data source, Word will handle combining the documents for each guest. There are two components to a mail merge letter the main document and the data source, such as the names and addresses of the individuals invited to the event. Using the Mail Merge Feature in Microsoft Wordįor this example, I will create a document inviting friends to an event. Note: This was written using Word 2016 but the instructions should be similar on modern versions of Word in Microsoft 365 (formerly O365).
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