Introduction to Mail Merge

Tags mail-merge

Introduction

This article contains information on Mail Merge, and it also covers the step-by-step process of how to set up Mail Merge.

What is Mail Merge?

  • Mail Merge is a valuable function that uses information from Microsoft Word to create several documents, such letters, at once, saving you the time and effort of repeatedly composing the same letter.
  • Letters for many recipients are most frequently printed or sent via email using mail merge.
  • You may modify form letters for specific recipients using Mail Merge.

How to Setup Mail Merge

  • In a blank Microsoft Word document, click on the Mailings tab.
  • In the Start Mail Merge group, click Start Mail Merge.

Screenshot of the Mailing tab in Word highlighting the "Start Mail Merge" section and icon

  • Click on Step-by-Step Mail Merge Wizard.

Image highlighting the "Step-by-step Mail Merge Wizard"

  • On the right panel, select your document type. Click Next: Starting document.

Image highlighting types of document in the Select document type section

  • Select the starting document as per your convenience and then click Next: Select recipients.

Screenshot of the Select starting document section highlighting the setup options

Note: Selecting “Start from existing document”  changes the view and gives you the option to choose your document. After you choose it, the Mail Merge Wizard reverts to “Use the current document”.
  • In Select recipients, you can create a new list by selecting Type a new list and then clicking on Create.

Image highlighting the recipient selection options in the Select recipient options

  • Create a list by adding data in the “New Address List” dialog box and clicking OK.

Screenshot of the New Address List popup highlighting the first row and "OK" button

  • You can now save the newly created address list.
  • Now that a list has been created, the Mail Merge Wizard reverts to Use an existing list and you have the option to edit the recipient list.

Screenshot of the "Select Recipient" section highlighting the "Use existing list" section

  • Click on Next: Write your letter.
  • You can now start creating content for your letter by using the recipient list that was created by selecting the items mentioned.

Image of the "Write your letter" highlighting the options to select the recipient section

  • Click on Preview your letters.
  • Preview your letter for each recipient and click Next: Complete the merge.

Image of the "Preview your letters" section  highlighting the "Recipient Name" to preview the letter

  • Click on Print to print your letters or Edit individual letters to further personalize some or all of the letters.

Image of the Complete Merge section highlighting the merge options

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Details

Article ID: 980
Created
Tue 12/13/22 4:37 PM
Modified
Thu 2/22/24 4:23 PM