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Mail Merge

This document outlines the steps to create a mail merge in Microsoft Word, starting from opening a document and selecting the type of merge to be performed. It details the process of selecting recipients from an existing list, writing the letter with placeholders for recipient data, previewing the letters, and finally printing them. Each step includes specific actions to ensure the mail merge is completed correctly.

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aneeshmandal183
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9 views6 pages

Mail Merge

This document outlines the steps to create a mail merge in Microsoft Word, starting from opening a document and selecting the type of merge to be performed. It details the process of selecting recipients from an existing list, writing the letter with placeholders for recipient data, previewing the letters, and finally printing them. Each step includes specific actions to ensure the mail merge is completed correctly.

Uploaded by

aneeshmandal183
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Steps To Create a 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

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.

Step 2:Select Use the current document, then click Next: Select recipients to move to Step 3.
Step 3: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 to can type a
new address list from within the Mail Merge Wizard.
I. Select Use an existing list, then click Browse to select the file.
II. Locate your file, then click Open.
III. If the address list is in an Excel workbook, select the worksheet that contains the list,
then click OK.
IV. 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.
V. Click Next: Write your letter to move to Step 4
.
Step 4: 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 different.
You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to
add the data.

To insert recipient data:


Place the insertion point in the document where you want the information to appear.
I. Place the insertion point in the document where you want the information to
appear.
II. Choose one of the placeholder options. In our example, we’ll select Address block.
III. Depending on your selection, a dialog box may appear with various customization
options. Select the desired options, then click OK.
IV. A placeholder will appear in your document
V. Add any other placeholders you want. In our example, we’ll add a Greeting line
placeholder just above the body of the letter.
VI. When you’re done, click Next: Preview your letters to move to Step 5.

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

II. If everything looks correct, click Next: Complete the merge to move to Step 6.
Step 6:
I. Click Print to print the letters.
II. 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
III. The Print dialog box will appear. Adjust the print settings if
needed, then click OK. The letters will be printed.

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