Create a mail merge document in word

Here's a step-by-step guide to creating a mail merge document in Microsoft Word:

Prerequisites:

• Microsoft Word 2010 or later version
• A list of names and addresses in a CSV (Comma Separated Values) file or an Excel spreadsheet
• A template document with placeholders for the merge fields

Step 1: Create a new document

• Open Microsoft Word and create a new document.
• Choose a template or start from a blank document.

Step 2: Prepare your data

• Create a CSV file or an Excel spreadsheet with the following columns:
  • First Name
  • Last Name
  • Address
  • City
  • State
  • ZIP
  • Email (optional)
• Save the file with a .csv extension (e.g., mailinglist.csv) or an .xlsx extension (e.g., mailinglist.xlsx).

Step 3: Create a mail merge

• Go to the "Mailings" tab in the ribbon.
• Click on "Start Mail Merge" and select "Step-by-Step Mail Merge Wizard".
• Follow the wizard's prompts to select the document type (e.g., letters, envelopes, labels).
• Choose the data source (e.g., CSV file or Excel spreadsheet).
• Select the fields you want to merge (e.g., First Name, Last Name, Address).

Step 4: Insert merge fields

• In your document, insert the merge fields using the "Insert Merge Field" button.
• Place the cursor where you want to insert the field, and click on the button.
• Select the field you want to insert (e.g., First Name).
• Repeat this process for each merge field you want to insert.

Step 5: Preview and edit

• Click on the "Preview Results" button to see how the merge will look with your data.
• Edit the document as needed to ensure the formatting and layout are correct.

Step 6: Merge the data

• Click on the "Finish & Merge" button.
• Select "Edit Individual Documents" to merge the data into individual documents.
• Choose a location to save the merged documents.

Tips and Variations:

• Use the "Update All Fields" button to update the merge fields after making changes to the document.
• Use the "Remove Fields" button to remove merge fields from the document.
• Use the "Insert Merge Field" button to insert merge fields in the header, footer, or body of the document.
• Use the "Mail Merge" button to merge the data into a single document.
• Use the "Envelope" button to merge the data into envelopes.

Common Mail Merge Fields:

• FirstName
• LastName
• Address
• City
• State
• ZIP
• Email
• Phone

By following these steps, you can create a mail merge document in Microsoft Word and send personalized letters, envelopes, or labels to your contacts.