How to use mail merge in word 2016

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 personalized documents. Here's a step-by-step guide on how to use mail merge in Word 2016:

Step 1: Prepare your data source

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

Step 2: Create a new Word document

• Open Microsoft Word 2016 and create a new document.
• Type in the main content of your document, such as a letter or a report. This will be the template for your mail merge.

Step 3: Set up the mail merge

• Go to the "Mailings" tab in the ribbon.
• Click on "Select Recipients" and then "Use an Existing List" to select your data source file.
• Choose the file type (e.g., Excel, CSV, etc.) and select the file.
• Click "OK" to import the data into Word.

Step 4: Insert merge fields

• Place your cursor where you want to insert a merge field (e.g., a name or address).
• Go to the "Insert" tab in the ribbon.
• Click on "Quick Parts" and then "Field" to open the "Insert Field" dialog box.
• Select the field you want to insert (e.g., "First Name", "Last Name", etc.).
• Click "OK" to insert the merge field.

Step 5: Preview and edit the merge

• Go to the "Mailings" tab in the ribbon.
• Click on "Preview Results" to see how the merge will look with the data.
• Make any necessary edits to the merge fields or the main document.

Step 6: Merge the data

• Go to the "Mailings" tab in the ribbon.
• Click on "Finish & Merge" to merge the data with the main document.
• Choose the output format (e.g., Word document, PDF, etc.).
• Click "OK" to create the merged documents.

Tips and Variations

• You can use mail merge to create multiple documents at once by selecting multiple records in your data source.
• You can also use mail merge to create envelopes, labels, and other types of documents.
• To use a different data source, such as a database, you may need to use a third-party add-in or a different method.
• You can customize the merge fields and formatting to suit your needs.

By following these steps, you can use mail merge in Word 2016 to create personalized documents quickly and efficiently.