How To Do A Mail Merge In Word

Posted By admin On 02.05.21

Mail merge is also used to create envelopes or labels in bulk. This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016. In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge.
Mail Merge in Microsoft Word 2010; In Word 2010: Mail Merge in Depth, I demonstrate how to take advantage of Word's Mail Merge feature to save a tremendous a.

How To Do A Mail Merge In Word For Letters
How To Do A Mail Merge In Word 2007
How To Do A Mail Merge
Mail Merge From Excel

Do you have a long list of names and addresses that you need to send letters to? The Mail Merge process combines a Word document with a data source to quickly create letters that feel personal.

In Microsoft Office Word 2003 and in earlier versions of Word, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard. In Microsoft Office Word 2007, click Start Mail Merge in the Start Mail Merge group on the Mailings tab, and then click Step by Step by Mail Merge Wizard. Under Select document type, click Letters. We would like to show you a description here but the site won’t allow us. (Mail merge dropdown) When you click the 'Start Mail Merge' button, a dropdown menu is displayed. This menu gives you choices on which merge document type that you want to work with. For this example, a simple letter will be used to mail merge content. The 'Letters' option lets you create a document with several versions of a letter.

Mail Merge Definitions
Starting Document	(Main Document) A document that contains the information that is the same for each merged document. The starting document contains the field names for the variable information, like the names and addresses that will be inserted.
Data Source or Recipients List	A file that contains the information to be inserted into the main document during a mail merge. For example, it has records containing the names and addresses of the people a mail merge letter is sent to. Excel spreadsheets, Access databases, or Word document tables are good examples of data sources.
Field	A data category that stores a specific piece of information. For example, the field «LastName» would only contain people’s last names.
Record	A record is an entire set of data fields that relate to a single thing or person. For example, a single record would include a person’s first and last names, address, phone number, and date of birth.
Merge Field	A merge field is where you want to insert the information from a data source into a main document. Merge fields appear with chevrons (« ») around them. An example would be: Dear «FirstName».
Address Block	A group of merge fields that make up an address in a mail merge document. For example, a single address is made up of a name, street address, city, state, and zip code. Word can automatically insert all the appropriate address fields at once, so you don’t have to insert the five or six merge fields yourself.
Greeting Line	A group of merge fields that make up the greeting line of a mail merge document, such as “Dear Mr. McDonald”. Word can automatically insert all the appropriate greeting text, title, and name fields at once, so you don’t have to insert the text and required merge fields yourself.
Header Row	Data source information is stored in a table. The first row of the table is the header row and contains the field names for the data source. For example, FirstName, LastName, and Address are header rows.

Set up and Choose Document Type

To begin the mail merge process, you first need to choose what sort of document you want to create.

Click the Mailings tab.
Click the Start Mail Merge button.
Select Step-by-Step Mail Merge Wizard.
The Mail Merge pane appears on the right, ready to walk you through the mail merge.
Select a type of document to create.
Click Next: Starting document.

The Mail Merge wizard advances to the next step.

Select a Document

This next step is to select a starting document.

How To Do A Mail Merge In Word For Letters

Select a starting document.
You can use the current document as the basis for the mail merge, or you can select a template or existing document instead.
Click Next: Select recipients.

The Mail Merge wizard moves on to step 3.

Select Recipients

Now, you will need to choose where you’ll get your list of addresses from. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list.

Select Use an existing list.
Click Browse.
Select your data file.
A data file of mail merge recipients can be in a database file, an Excel spreadsheet, another Word document, or other types of data files.
Click Open.
The Mail Merge Recipients dialog box displays the addresses that will be used. If you’re using an Excel spreadsheet as a data source, you may also be prompted to select a worksheet containing the addresses.
If there's an address you don't want to use, you can uncheck it.
Make sure the right recipients are selected and click OK.
Click Next: Write your letter.

The Mail Merge wizard moves on to step 4.

Write Your Letter

After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document. The merge fields are placeholders in the document for unique information from the recipients list.

When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient.

Click where you want the information.
Select one of the placeholder options.
You can add merge fields from the wizard, or from the Write & Insert Fields group on the ribbon:
- Address Block: This is a combination of fields to insert the names and addresses of recipients.
- Greeting Line: This is a combination of fields to insert the recipient’s name in the greeting line.
- Insert Merge Field: When you click this button, a list of additional merge fields you can insert appears.
Customize the placeholder.
Click OK.
(Optional) Repeat steps to add each merge field you want to include.
Click Next: Preview your letters.

The Mail Merge wizard moves on to step 5.

Preview Your Mail Merge

Sometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names.

You can easily preview how the mail merge will appear before finishing the mail merge. This is encouraged to make sure the results appear as you want them to.

Use the arrow buttons in the Mail Merge pane to preview each merged document.
You can also use the arrow buttons in the Preview Results group on the ribbon.
Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific recipient.
Click Next: Complete the merge.

The Mail Merge wizard moves on to the final step.

Complete the Merge

Once you’ve added the list of recipients and filled out a document with merge fields, the last step is to finish the merge by making a separate version of the document for each recipient.

There are a couple of different ways you can finish the mail merge:

Edit Individual Documents: Puts the results of the mail merge in a new document. You are free to edit the results of the mail merge and save and print them, just like any other document.
Print Documents: Merges records and sends them directly to the printer.

Select the option you want to use to finish the mail merge.
You can also click the Finish & Merge button on the ribbon and select a merge option there.
You’re also given the option to choose which records to merge. You can merge all the records in the list, only the currently displayed record, or specify a range.
Select the records you want to merge.
Click OK.

Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose.

Topics Map > Microsoft 365 > Email

Microsoft Word's mail merge feature only sends emails from Outlook's default email. This article instructs how to add a shared mailbox to Outlook and set it as the default email so the mail merge will send emails from the shared mailbox instead.

Add the Shared Mailbox to Outlook via Add Account:

1. Open Control Panel. You can do this by pressing the Windows button and typing Control Panel in the search bar.

How To Do A Mail Merge In Word 2007

3. Click Email Accounts...

4. Click New... to add the Shared Mailbox email address.

5. In the Your Name textbox, enter a name to represent the shared mailbox. In the Email Address textbox, enter the email address associated with the shared mailbox. Leave the Password and Retype Password textboxes blank. Click Next >.

6. Outlook will begin adding the shared mailbox. You should see a window that looks like this:

7. You will be prompted to sign in with an email. Enter YOUR UWM email address (not the shared mailbox email address) and password (if prompted). Click Next.

9. You must restart Outlook for these changes to take effect. Click OK. Click Close twice. Then close Outlook and re-open it.

10. When you open Outlook, you should see the Shared Mailbox email address in the left-side column. It may take some time for Outlook to load all of the emails in the shared mailbox.

Set the Shared Mailbox to be the Default Email

1. Open Outlook.

2. Click File. Click Options. Click on the Mail tab. Scroll down to the Send messages section and check the box next to 'Always use the default account when composing new messages'. Click OK.

3. Click File. Click the Account Settings button. Click Account Settings...

4. Select the email associated with the shared mailbox you just added. Click the Set as Default button. Click Close.

You have successfully set up the shared mailbox to be your default email address. Now, if you open Microsoft Word and perform a mail merge, the emails will be sent from the shared mailbox email address.

How To Do A Mail Merge

**NOTE: Outlook will always send emails from the shared mailbox by default now. If you wish to send an email from your email address instead of the shared mailbox, you will have to change the email in the From field when composing a new email message or go into Account Settings > Account Settings and set the default email back to your email address.