Mail Merge

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Introduction

A mail merge is a tool for generating mass mailings, such as form letters. Mail merges contain unique data, such as names and addresses, as well as information that is standard throughout each document. For example, you might use a mail merge to send customers information about a new product or sale, print mailing labels, appointment reminders, or payment due reminders.

Configuration

You have three different items that come into play with a mail merge:

• A data file where your recipients are stored.
• A merge document where you design your merge.
• Finished documents combine the data from your data file with the text in your merge document to create individual documents for the recipients.

To start Your Mail Merge:



The first step of starting your mail merge is choosing your document type.

• Open Word and Select the "Mailings" ribbon. (Tool bar)
• Click the drop-down menu on the Start Mail Merge button in the Start Mail Merge section.
• Choose a document type, Your choices are Letters, E-Mail Messages, Envelopes Labels, and a Directory.

Now that you have selected your document type, you need to tell Word where the data is stored. To do this, you connect your main document to your data file. You can select to use Outlook contacts, create a new list, or connect to an existing list, such as an Excel spreadsheet or a database.

• Click the drop-down menu on the Select Recipients button in the Start Mail Merge section.
• Select Type New List, Use Existing List, or Select from Outlook Contacts.
  • If typing a new list, enter your data and save the file.
  • If connecting to an existing list, navigate to where the list is saved and select it.
  • If choosing Outlook Contacts, select the contact list.

Usage

FAQ

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Additional Information

Mail-merge-using-an-Excel-spreadsheet