Mail merge
is a process to create personalized letters and
pre-addressed envelopes or mailing labels for mass
mailings from a form letter.
is a useful tool that allows you to produce
multiple letters, labels, envelopes, name tags, and
more using information stored in a list, database, or
spreadsheet. When performing a Mail Merge, you
will need a Word document (you can start with an
existing one or create a new one) and a recipient
list, which is typically an Excel workbook.
• Mail Merge is a useful tool that
has the capability of merging a list
of names and addresses with a
standard document.
Description
In the mail merge process, you must have two
documents:
• Main Document
• Data Source File
Documents Needed
Data Source File
• The Data Source file contains the names,
addresses, and/or other information to be
inserted into the main document.
• The file is organized in a table.
• The table is divided into sections called
“records”.
• Each record contains enough information to
produce one letter or document (ex: name,
address, etc.)
• Each record is divided into “fields”. A field is
one piece of data included in a record.
Examples of “FIELDS”
• Each of the following could be considered a field
• Title
• First Name
In most cases, first and last names
• Last Name
are considered separate fields so
• Address that parts of the name can be
• City included throughout the letter.
• State
• Zip City, State, and Zip code are also
separated at times.
• Phone number
How to Begin Mail Merge
• Begin with a new document
• Mailings TAB Start Mail Merge Grouping Start
Mail Merge arrow.
• Always choose the Step by Step Mail Merge Wizard.
• Continue to follow the wizard
in your Mail Merge Task Pane.
The Mail Merge Task Pane
will basically walk you
through the merge process.
A Data source can be used for
multiple mail merge documents. The
data source file is a separate file.
• Mailing labels can be created using the merge feature in
Word.
• Sheets of labels can be purchased in many different sizes
and arrangements.
• When creating labels you need to know the Vendor name
of the labels as well as the label number.
Mailing Labels
• When creating labels you need to
click in the radio button next
Labels and then click on next
• You would then click on the
Label options… to choose the vendor
and label number.
Creating Labels
Label Options Dialog Box
• Once you select your label preferences, a new blank
document will appear. You will want to view your
gridlines for the table so you can see the individual labels.
• To view gridlines, go to the Table Tools Layout tab and
choose View Gridlines.
Viewing Labels
• You can type in a new list of recipients
or use an existing list.
Select Recipients
• You will arrange the first label in the
document using the tools in the wizard.
• Be sure to align the information on the
first label to Align Center Left.
• After the first label is set, choose the
Update all labels button to copy the codes
to the rest of the labels.
Arrange your Labels
• You may have to select all labels and remove the space
after paragraphs so they do not appear double spaced.
• When you complete the merge, choose to
Edit individual labels… to view the labels
before printing and saving.
• The last step is to click on OK to
Merge to a New Document.
Finalizing Labels
