Mail Merge

 

A mail merge involves using two documents to create form letters, mailing labels, etc. The first document is called the main document (the form letter). The second document is called the data source (the list of names and addresses that are to be inserted into the main document).

·         Create your letter as you would create any document.

·         Choose "Tools" | "Letters and Mailings" | "Mail Merge"

·         A 6-step Mail Merge wizard appears on the right side of your screen.

·         Step 1: Select a document type

·         Click on the type of document you wish to create (e.g. "letter").

·         At the bottom of the window, click on "Select starting document".

·         Step 2: Select starting document

·         Click on "Use the current document".

·         At the bottom of the window, click on "Select recipients".

·         Step 3: Select recipients

·         If you already have a list in Excel, Access (or some other type of table), select "Use an existing list" and click on "Browse…" and find the file.

·         If you do NOT already have a list of recipient names and addresses, select "Type a new list" and click on "Create…" and create your list. Note that this will take several steps.

·         At the bottom of the window, click on "Write your letter".

·         Step 4: Write your letter

·         Click on "More items…". Select a field that you want to appear in your letter and click on the "Insert" button. Repeat this for each field. Click on the "Close" button when done. You may select each field (be sure to include the « and » symbols that surround each field name) with the mouse and drag it to the location where you want it to appear in your document. Be sure to include spaces before and after fields, as well as any punctuation.

·         At the bottom of the window, click on "Preview your letters".

·         Step 5: Preview your letters

·         Use the  and  buttons to move forwards and backwards through your letters.

·          Click on the "Merge to New Document" button on the Mail Merge toolbar. This will create a Word document whose contents are the form letters. Or…

·          Click on the "Merge to Printer" button to print the form letters.

·         At the bottom of the window, click on "Complete the merge".

·         Step 6: Complete the merge

·         If you printed your letters in step 4, you can skip this step. Click on "Print" to send your merged document to the printer. You will get one letter for each name in your list of recipients.

 

Updated 2004.08.23