Word mail merge how to

The classic word mail merge!

A mail merge is a process in Microsoft Word that allows you to combine a standard letter or document with a list of names and addresses to create multiple personalized documents. Here's a step-by-step guide on how to do a mail merge in Word:

Prerequisites:

1. Microsoft Word 2010 or later version
2. A list of names and addresses in a spreadsheet or database (e.g., Excel, Access, or a CSV file)

Step 1: Prepare your data

1. Create a spreadsheet or database with the following columns:
   • First Name
   • Last Name
   • Address
   • City
   • State
   • ZIP
   • Any other relevant information you want to include in your mail merge
2. Make sure your data is organized and formatted correctly.

Step 2: Create a new document in Word

1. Open Microsoft Word and create a new document.
2. Type your standard letter or document, using placeholders for the information you want to merge (e.g., [First Name], [Last Name], [Address], etc.).

Step 3: Set up the mail merge

1. Go to the "Mailings" tab in the ribbon.
2. Click on "Select Recipients" and then "Use an Existing List" or "Use a New List".
3. 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".
4. In the "Mailings" tab, click on "Write & Insert Fields" to insert the placeholders for your data.

Step 4: Insert the data

1. Click on the "Insert Merge Field" button and select the field you want to insert (e.g., First Name, Last Name, etc.).
2. Word will insert the placeholder for the field. Repeat this process for each field you want to include.

Step 5: Merge the data

1. Click on the "Finish & Merge" button in the "Mailings" tab.
2. Select "Edit Individual Documents" to merge the data with your document.
3. Word will create a new document for each recipient, with the merged data.

Tips and Variations:

• Use the "Update All Fields" button to update the fields in your document after making changes.
• Use the "Preview Results" button to see how the merged documents will look before printing or saving.
• You can also use mail merge to create envelopes, labels, and other documents.
• If you're using a large dataset, consider using a mail merge add-in or a third-party tool to streamline the process.

That's it! With these steps, you should be able to create a mail merge in Microsoft Word. Happy merging!