Mail merge word 2010 tutorial

Here is a step-by-step tutorial on how to use mail merge in Microsoft Word 2010:

What is Mail Merge?

Mail merge is a feature in Microsoft Word that allows you to combine a document with a data source, such as an Excel spreadsheet or a database, to create multiple copies of the document with different information. This is useful for creating documents such as letters, envelopes, labels, and reports that require personalized information.

Step 1: Create a Data Source

Before you can start the mail merge process, you need to create a data source. This can be an Excel spreadsheet, a database, or a text file. For this tutorial, we will use an Excel spreadsheet.

• Open Excel and create a new spreadsheet with the following columns:
  • First Name
  • Last Name
  • Address
  • City
  • State
  • ZIP
• Enter some sample data into the spreadsheet.

Step 2: Create a Mail Merge Document

Open Microsoft Word 2010 and create a new document.

• Go to the "Mailings" tab in the ribbon.
• Click on the "Start Mail Merge" button and select "Step-by-Step Mail Merge Wizard".
• Follow the wizard to create a new mail merge document.

Step 3: Choose a Document Type

The wizard will ask you to choose a document type. Select "Letters" and click "Next".

Step 4: Select a Data Source

The wizard will ask you to select a data source. Click on "Browse" and select the Excel spreadsheet you created earlier.

Step 5: Map the Fields

The wizard will ask you to map the fields in the data source to the corresponding fields in the document. For example, you can map the "First Name" field in the data source to the "First Name" field in the document.

• Click on the "Match Fields" button and select the corresponding fields.
• Repeat this process for each field in the data source.

Step 6: Insert Merge Fields

Once you have mapped the fields, you can insert merge fields into the document. A merge field is a placeholder that will be replaced with the actual data from the data source.

• Place your cursor where you want to insert a merge field.
• Go to the "Insert Merge Field" button and select the corresponding field from the data source.
• Repeat this process for each field you want to insert.

Step 7: Preview and Edit

The wizard will ask you to preview the merged document. You can edit the document as needed.

• Click on the "Preview Results" button to see how the document will look with the actual data from the data source.
• Make any necessary edits to the document.

Step 8: Merge the Documents

Once you are satisfied with the document, you can merge it with the data source.

• Click on the "Finish & Merge" button.
• Select "Edit Individual Documents" to merge the documents one by one.
• Select "Send to Printer" to print the merged documents.

That's it! You have successfully used mail merge in Microsoft Word 2010 to create personalized documents.

Tips and Variations

• You can use mail merge to create documents such as envelopes, labels, and reports.
• You can use multiple data sources and merge them into a single document.
• You can use conditional formatting to format the document based on the data from the data source.
• You can use mail merge to create documents with multiple pages.

I hope this tutorial helps you to understand how to use mail merge in Microsoft Word 2010. If you have any questions or need further assistance, please don't hesitate to ask.