Insert mail merge

Mail merge!

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 versions of the document with unique information.

Here's a step-by-step guide on how to insert a mail merge in Microsoft Word:

Step 1: Prepare your 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.).
• Save the data source file.

Step 2: Create a new document

• Open Microsoft Word and create a new document.
• Type in the main content of your document, including any placeholders for the data you want to merge.

Step 3: Set up the mail merge

• Go to the "Mailings" tab in the ribbon.
• Click on "Select Recipients" and choose "Use an existing list" or "Type new list".
• If you choose "Use an existing list", select the data source file you prepared earlier.
• If you choose "Type new list", enter the data manually.

Step 4: Insert merge fields

• Place your cursor where you want to insert a merge field.
• Go to the "Insert" tab in the ribbon.
• Click on "Quick Parts" and then "Field".
• In the "Field names" box, select the field you want to merge (e.g., "Name", "Address", etc.).
• Click "OK" to insert the merge field.

Step 5: Merge the data

• Go back to the "Mailings" tab in the ribbon.
• Click on "Finish & Merge" and then "Edit Individual Documents".
• Word will create a new document for each record in your data source, merging the data with the main document.

Tips and Variations

• You can use conditional formatting to control the appearance of the merged data.
• You can also use mail merge to create envelopes, labels, and other documents.
• If you're using a large data source, you may want to consider using a mail merge template to simplify the process.

That's it! With these steps, you should be able to insert a mail merge in Microsoft Word and create multiple versions of your document with unique information.