Doing a mail merge
Mail merge! A classic task in Microsoft Word.
A mail merge is a process of combining a document (the "main document") with a data source (such as an Excel spreadsheet or a database) to create multiple personalized documents. This is useful for tasks like sending personalized letters, invoices, or emails to a large number of recipients.
Here's a step-by-step guide to help you do a mail merge in Microsoft Word:
Preparation
- Create a data source: Collect the data you want to use for the mail merge in an Excel spreadsheet, CSV file, or database. Make sure the data is organized in a table with columns for each field you want to use (e.g., name, address, phone number).
- Create a main document: Open Microsoft Word and create a new document. This will be the template for your mail merge.
Setting up the mail merge
- Go to the Mailings tab: In the Word ribbon, click on the "Mailings" tab.
- Select "Start Mail Merge": Click on the "Start Mail Merge" button in the "Create" group.
- Choose a document type: Select the type of document you want to create (e.g., letters, envelopes, labels).
- Select a data source: Choose the data source you created earlier (e.g., Excel spreadsheet, CSV file).
Merging the data
- Insert merge fields: In your main document, insert merge fields (e.g.,
[[Name]]
,[[Address]]
) where you want the data to appear. - Match fields: Match the fields in your data source with the merge fields in your main document.
- Preview the merge: Click on the "Preview Results" button to see how the merge will look.
Finalizing the merge
- Merge the documents: Click on the "Finish & Merge" button to create the merged documents.
- Save the merged documents: Choose a location to save the merged documents (e.g., a folder on your computer).
Tips and variations:
- Use the "Update all fields" button to update the merge fields in your main document.
- Use the "Insert Merge Field" button to insert merge fields in your main document.
- Use the "Merge to New Document" option to create a new document for each merge.
- Use the "Merge to Printer" option to print the merged documents directly.