How to Merge Mailings in Microsoft Word

Table of contents:

How to Merge Mailings in Microsoft Word
How to Merge Mailings in Microsoft Word
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Mail merge is a powerful tool for writing and sending personalized emails to multiple recipients. You can also use it to create envelopes or labels with information about each recipient. A mail merge can import data from another source, such as Excel, and then use it to insert into your message according to specific recipients.

Steps

Part 1 of 3: Adding Recipients

Mail Merge in Microsoft Word Step 1
Mail Merge in Microsoft Word Step 1

Step 1. Merge is a function designed to create bulk mailings as well as envelopes and stickers with various information

You can import a recipient database or enter them manually and then use so-called "fields" to automatically fill in the information for each recipient. This allows you to create one document that you can send to hundreds or even thousands of people.

Mail Merge in Microsoft Word Step 2
Mail Merge in Microsoft Word Step 2

Step 2. Create a table with recipient information (if needed)

You can enter recipient information manually, but if you have hundreds of recipients, it is easier to create a matching table or database.

  • How to create a table in Excel.
  • Look online for information on creating a database in Access.
Mail Merge in Microsoft Word Step 3
Mail Merge in Microsoft Word Step 3

Step 3. Go to the Mailings tab

If you are using Word 2003 or older, click Tools - Letters and Mailings - Show Mail Merge Toolbar.

Mail Merge in Microsoft Word Step 4
Mail Merge in Microsoft Word Step 4

Step 4. Click "Start Mail Merge" and select the document type (e-mails, letters, envelopes, labels and catalogs)

If you are unsure, select "Plain Word Document".

  • Selecting "Envelopes" will open the "Envelope Options" window, where you can choose the size and order of formatting the envelope.
  • Selecting Stickers will open the Stickers Options window where you can select the type and size of the sticker.
Mail Merge in Microsoft Word Step 5
Mail Merge in Microsoft Word Step 5

Step 5. Click "Select Recipients" and select the method for adding recipients

Recipients are the most important part of the mail merge feature, as it allows you to populate "fields" with information about each recipient. You can enter recipients manually, download a spreadsheet or database, or download contacts from Outlook.

  • Selecting "Enter a new list" will open a new window in which you can enter information about each recipient. This is useful if you do not have access to the recipient table, but it is a very slow way to enter data. You can click the Customize Columns button to create columns with related information.
  • Selecting "Use an existing list" will open Windows Explorer, where you can find the file with the table or database. You can also click the "New Source" button to connect to the SQL server on the Internet.
  • Choosing "Select from Outlook Contacts" will download your contacts from Outlook (you can mark which contacts should be downloaded).

Part 2 of 3: Create a document

Mail Merge in Microsoft Word Step 6
Mail Merge in Microsoft Word Step 6

Step 1. Create the document as you usually do (from scratch or using a template)

Before doing this, it is important to enter the recipient data in order to use the appropriate "fields" when creating the document.

  • Look online for information on writing a formal letter.
  • How to write a good newsletter.
Mail Merge in Microsoft Word Step 7
Mail Merge in Microsoft Word Step 7

Step 2. Press the "Greeting Line" button to create a greeting

You can use the preview feature to see how the greeting looks on each merge instance.

Mail Merge in Microsoft Word Step 8
Mail Merge in Microsoft Word Step 8

Step 3. Click the Insert Merge Field button and select the field that you want to insert into the document

When documents are created, this field will be replaced with data from the recipient table.

  • For example, if you want the recipient's first and last names to appear in your document, select First, press the spacebar, click the Insert Mail Merge Field button again, and then click Last.
  • You can also use the Addresses button to create envelopes with the address of each recipient. Enter your address in the sender's address line, and then click Addresses in the recipient's address line.
  • You can select any field that contains recipient data. Make sure this applies to all of the recipients on the list, as blank fields will be conspicuous.
Mail Merge in Microsoft Word Step 9
Mail Merge in Microsoft Word Step 9

Step 4. Click the Highlight Merge Fields button to highlight the inserted fields and make them easier to edit

Mail Merge in Microsoft Word Step 10
Mail Merge in Microsoft Word Step 10

Step 5. Click the View Results button to see how the document will look

The screen displays the mail merge document with the first recipient information.

Part 3 of 3: Completing the merge

Mail Merge in Microsoft Word Step 11
Mail Merge in Microsoft Word Step 11

Step 1. Check the document for errors

Click the Auto-Check for Errors button to have Word scan each document in the merge and make sure that all fields are filled in with the correct recipient information. The program will notify you of any inconsistency that you can correct.

Mail Merge in Microsoft Word Step 12
Mail Merge in Microsoft Word Step 12

Step 2. Complete the merge process

Clicking Find and Merge will display three options:

  • "Editing individual documents." You will be able to define the entries to be edited. This will create a new document with each entry on a separate page. You can edit them manually.
  • "Printing documents". You will be able to define the records to be printed. The documents will then be sent to the printer and printed.
  • "Sending documents by e-mail". You will be able to enter the subject of the email and select the field containing the email addresses of the recipients. Then you will be able to send the newsletter via Outlook. Please note that the mailing will be sent out immediately, so make sure everything is in order with it.

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