A pretty fair number of times over the years I’ve been asked several different variations on the topic of how to do a Mail Merge in Microsoft Word. I also recently realized that I’ve never shared that information as one of my weekly tips. Knowing how to do this can save you a ton of time and has a pretty wide variety of uses.
Uses of mail merge:
- Mailing labels
- Form Letters
- Personalized letters
- Course Completion certificates
- Name tags
- Many more…
HOW IT WORKS:
- Set up the ‘Main Document’:
The main document contains the text and graphics that are the same for each version of the merged document — for example, the return address in a form letter and is where you indicate what type of document you want. (i.e. mailing labels, envelopes, a letter, etc).
- Connect to a source of data
A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter. You can use existing data or create a new one.
- Add, arrange & format ‘place holders’ (mail merge fields)
When you do the merge, these fields are filled with information from your data file. Depending on what type of document you are merging, this will be things like Name, Address, City, Course Name, etc.
- Preview the results and complete the merge.
You can merge directly to a printer or into a new file so that you can save a copy of your results.
GET THE DETAILS FOR YOUR VERSION OF OFFICE:
- Walk through of how it works (Word 2002/2003/XP)
- Use Mail Merge to create labels, letters and other items. (2010)
- How to use addresses from Excel
Have you ever attempted to do a mail merge like this? How did it work? Do you have any questions? Let me know!