How to insert mail merge in ms word 2010

Mail merge is a powerful feature in Microsoft Word that allows you to combine a main document with a data source, such as an Excel spreadsheet or a database, to create multiple documents with unique information. Here's a step-by-step guide on how to insert a mail merge in MS Word 2010:

Step 1: Create a data source

• Open your data source, such as an Excel spreadsheet or a database.
• Make sure the data is organized in a table format with each column representing a field (e.g., name, address, phone number, etc.).

Step 2: Open your Word document

• Open your Word document where you want to insert the mail merge.
• Make sure the document is in a format that can be used for mail merge, such as a template or a blank document.

Step 3: Go to the Mailings tab

• Click on the "Mailings" tab in the ribbon at the top of the screen.
• If you don't see the "Mailings" tab, click on the "View" tab and select "Mailings" from the drop-down menu.

Step 4: Click on "Select Recipients"

• Click on the "Select Recipients" button in the "Start Mail Merge" group.
• Choose "Use an Existing List" and select your data source (e.g., Excel spreadsheet or database).

Step 5: Choose your data source

• Browse to your data source and select it.
• If you're using an Excel spreadsheet, make sure it's in a format that can be used for mail merge, such as a table with headers in the first row.

Step 6: Preview your data

• Click on the "Preview Results" button to preview your data.
• This will show you a list of your recipients with their corresponding data.

Step 7: Insert merge fields

• Click on the "Insert Merge Field" button in the "Write & Insert Fields" group.
• Select the field you want to insert (e.g., name, address, phone number, etc.).
• The merge field will be inserted into your document.

Step 8: Format your document

• Use the formatting tools in Word to format your document as needed.
• You can use the "Merge" button to merge your document with the data source.

Step 9: Merge your document

• Click on the "Merge" button in the "Finish & Merge" group.
• Choose "Edit Individual Documents" to merge your document with the data source.
• Word will create a new document for each recipient with the corresponding data.

Step 10: Save your merged documents

• Save each merged document in a separate file or folder.
• You can also save the merged documents to a PDF or other format.

That's it! With these steps, you should be able to insert a mail merge in MS Word 2010 and create multiple documents with unique information.