Microsoft Word - Mail Merge - Starting the Mail Merge Wizard

Starting the Mail Merge Wizard. 

1. Select the Mailings tab.

2. Click the Start Mail Merge button

3.   Select Step by step Mil Merge Wizard.

4. Select the type of document that you are working on.

5. Click Next: Starting the document.

6. From the Select starting document select the required option, in this case Use current document.

7. Click Next: Select recipients.

Selecting the Source for Recipients. 

The recipient addresses can be help in various different data sources such as

• Existing Lists (data document)

• Outlook contacts.

• Type a new list

• Browse (List help in an external data source such as Excel , Access etc).

Using an External data Source such as Excel or Access. 

1. From the Use an existing list → Select Browse.

2. Select the Folder → File that contain the merge data.

3. Click on Open button.

4. In this example the file we have selected has more that recipient list to choose from.

Select the required recipient list.

5. Click Ok.

6. By removing / inserting a the tick from the check box it is possible to add or remove delegate details from the merge.

7. Select the drop-down arrow for more advanced options such as Sorting and filtering recipients.

8. Click Ok to move to the next stage of the merge wizard.

Mail Merge Wizard Continued – Creating a form Letter. 

The only difference between a normal letter and a Form Letter is that a Form Letter contains merge fields. 

It is possible to use merge fields in any part of the document, for example the Address block and Greeting line. 

Each merge field corresponds to a piece of information in the data source and appears in the main document with the greater than and less than characters around it. 

For example, the <<Address Block>> merge field corresponds to the name and address information in the data source. Word incorporates insert commands for each of these in the merge wizard. 

1. So far in the wizard we have selected the document that we wish to create using merge data from an external data source (“Excel”).

In this section we will create the Form Letter.

2. Click Address Block on the task pane.

3. Select the address block options required. (see below diagram)

4. Click Ok to insert the block into the document. (see below diagram)

5. Position the insertion point to where you require the Greeting to appear.

6. Click Greeting Line.

Stages 3 and 4 Preview. 

7. Select the format you require for the greeting line.

8. Click Ok to apply the style to the

merge field.

9. If you require to add additional merge fields n the body of the form letter, position the insertion point where you wish the information to be displayed click More Items on the task pane.

10. Select the merge field(s) you want to place,  click Insert → Close.

11. When completed, click Next: Preview your letters on the task pane.

Preview of letter with merge fields. 

Previewing the Mail Merge. 

At this stage the mail merge is almost complete, it is a good idea now o review the merged letters before printing them. 

You may wish to change the body text formatting or even add addition merge fields. 

1. Select from the Mailings tab on the ribbon  → Preview Results.

2.   Scroll through the merge letters one at a time, making changes if required

3.   To Find a given a recipient.

4. Enter the search criteria.

5. Select all fields or specify exact field to be search.

6. Click Find Next to proceed to the next matching record.

7.   Click Finish & Merge to complete the mail merge.

8. Select the required Finish & Merge option

9. In step 8 we selected to print the merge, therefore in this step we must; 

Specify the records you wish to merge and print.

10. Click Ok.

11. Select the desired printer.

12. Click Ok.

Merge completed.