What is Mail Merge?
Mail Merge is a feature in MS Word (and other word processors) that allows you to create
multiple personalized documents such as letters, envelopes, labels, or emails by combining a
main document with a data source.
Parts of Mail Merge:
1. Main Document – The template (e.g., invitation letter, certificate, email).
2. Data Source – The list of details (e.g., names, addresses, roll numbers) usually stored
in Excel, Access, or created inside Word.
3. Merged Document – The final output where each recipient gets a personalized copy.
Steps to Print Multiple Letters Using Mail Merge:
1. Open Microsoft Word
Open a new or existing Word document that you want to use as your main letter.
2. Go to Mailings Tab
Click Mailings → Start Mail Merge → choose Letters.
3. Select Recipients (Data Source)
o Click Select Recipients.
o Choose one option:
Use an Existing List → e.g., Excel file with names & addresses.
Type a New List → creates a new recipient list manually.
4. Insert Merge Fields
o Place the cursor where you want personalized details (like Name, Address).
o Click Insert Merge Field and choose the field (e.g., <<Name>>,
<<Address>>).
o Your letter might look like this:
5. Preview the Letters
o Click Preview Results (in Mailings tab) to see how each letter will look for
every person.
o Use the arrow buttons to move through each recipient.
6. Finish & Print
o Click Finish & Merge → Print Documents.
o Choose:
All (prints letters for everyone).
Current Record (prints only the one showing).
From – To (prints a range of records).
o Finally, select your printer and print.
Steps to Print Multiple Envelopes Using Mail Merge in MS Word
1. Open Word and Start Mail Merge
Open Microsoft Word.
Go to Mailings tab → Start Mail Merge → select Envelopes.
A dialog box will appear to choose the envelope size. Select the correct size (like DL,
C5, etc.) → click OK.
2. Select Recipients (Address List)
In the Mailings tab, click Select Recipients.
Choose one option:
o Use an Existing List → e.g., Excel file with addresses.
o Type a New List → creates a new address list in Word.
3. Insert Address Fields
Place your cursor in the Return Address (From) area of the envelope.
Write the address
Place your cursor in the Delivery Address area of the envelope.
Click Insert Merge Field and insert fields like:
<<Name>>
<<Street>>
<<City>>, <<State>> <<PostalCode>>
4. Preview the Envelopes
Click Preview Results to see how each envelope will look.
Use the arrows to scroll through each recipient’s envelope.
5. Finish & Print
Go to Finish & Merge → Print Documents.
Choose:
o All (print envelopes for all recipients).
o Current Record (print only the one showing).
o From – To (print a specific range).
Load your envelopes into the printer tray correctly (check your printer guide).
Click OK to start printing.
Steps to Print Labels Using Mail Merge in MS Word
1. Open Word and Start Mail Merge
Open Microsoft Word.
Go to the Mailings tab → Start Mail Merge → select Labels.
The Label Options dialog box will appear.
o Select the correct Product Number (printed on the label packet).
o Click OK.
2. Select Recipients (Address/Data Source)
In the Mailings tab, click Select Recipients.
Choose:
o Use an Existing List (Excel sheet with addresses).
o Type a New List (enter addresses manually).
3. Insert Merge Fields
Place your cursor in the first label cell.
Click Insert Merge Field and add fields like:
<<Name>>
<<Street>>
<<City>>, <<State>> <<PostalCode>>
Format the text (font, size, alignment) as needed.
4. Update All Labels
In the Mailings tab, click Update Labels.
👉 This copies your merge fields into all label cells automatically.
5. Preview the Labels
Click Preview Results to see how the labels will look.
Use the navigation arrows to check each label.
6. Finish & Print
Go to Finish & Merge → Print Documents.
Choose whether to print All, Current Record, or a Range.
Load your label sheets into the printer tray (make sure the orientation is correct).
Click OK to print.
