Mail merge word letter

A classic!

Mail merge is a feature in Microsoft Word that allows you to create a large number of personalized letters or documents by combining a main document with a data source, such as a spreadsheet or database. Here's a step-by-step guide to using mail merge in Word:

Step 1: Prepare your data source

• Create a spreadsheet or database with the information you want to use for your mail merge. This can include names, addresses, phone numbers, and other relevant details.
• Make sure the data is organized in a way that makes sense for your mail merge. For example, if you're sending letters to customers, you might have columns for name, address, and order information.

Step 2: Create your main document

• Open Microsoft Word and create a new document.
• Type the main content of your letter or document, using placeholders for the information you want to merge from your data source. For example, you might use "Dear [Name]" or "[City], [State] [Zip]".
• Use Word's built-in features, such as the "Insert" menu or the "Quick Parts" feature, to create placeholders for your data.

Step 3: Set up your mail merge

• Go to the "Mailings" tab in the ribbon.
• Click on "Select Recipients" and choose "Use an existing list" or "Create a new list".
• If you're using an existing list, select the file and click "Open". If you're creating a new list, enter the data and click "OK".
• Click on "Finish & Merge" to start the mail merge process.

Step 4: Merge your documents

• Word will create a new document for each record in your data source, using the main document as a template.
• The placeholders you created in Step 2 will be replaced with the actual data from your data source.
• You can choose to print or save each merged document as a separate file.

Tips and variations

• You can use mail merge to create a variety of documents, including letters, envelopes, labels, and even emails.
• You can use Word's built-in formulas and functions to perform calculations and formatting on your data.
• You can also use mail merge to create a single document with multiple pages, such as a newsletter or report.
• If you're using a large data source, you may want to consider using a more advanced mail merge tool, such as Microsoft Access or a third-party add-in.