MAIL MERGE IN MS
WORD
(MICROSOFT 2010)
Mukangayi, Robinson Wikana
Introduction
• Mail Merge 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 - It is generally the documents that
contains the main body of the message we want to convey
or sent (you can start with an existing one or create a
new one)
– a recipient list (Data file) - It is generally the documents
that contains the main body of the message we want to
convey or sent. It is typically from an Excel worksheet.
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Procedure for Mail Merging a Letter
1. Open an existing Word document, or
create a new one.
2. Click the Mailings tab.
3. Click the Start Mail Merge command.
4. Select Step by Step Mail Merge Wizard.
The Mail Merge task pane appears and will
guide you through the six main steps to
complete a merge.
3 Independent Electoral and Boundaries Commission
Step 1:
1. Choose the type of document you want to create. In
this example, select Letters.
1. Click Next: Starting document to move to Step 2.
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Step 2:
1. Select Use the current document.
2. Click Next: Select recipients to move to Step 3.
Step 3:
1. Now you'll need an address list so Word can
automatically place each address into the document.
The list can be in an existing file, such as an Excel
workbook, or you can type a new address list from
within the Mail Merge Wizard.
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2. Locate your file in the dialog box (you may
have to navigate to a different folder), then
click Open.
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3. If the address list is in an Excel workbook,
select the worksheet that contains the list,
then click OK.
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4. In the Mail Merge Recipients dialog box, you
can check or uncheck each recipient to control
which ones are used in the merge. When you're
done, click OK to close the dialog box.
From the Mail Merge task pane, click Next: Write
your letter to move to Step 4.
Step 4:
Now you're ready to write your letter. When it's printed, each copy of the
letter will basically be the same, except the recipient data—like
the name and address—will be different on each one. You'll need to
add placeholders for the recipient data so Mail Merge knows exactly where
to add the data. If you're using Mail Merge with an existing letter, make
sure the file is open.
To insert recipient data:
1.Place the insertion point in the document where you want the
information to appear.
2.Select Address block, Greeting line, Electronic postage, or More
items from the task pane.
3. Depending on your selection, a dialog box may
appear with various options. Select the desired
options, then click OK.
4. A placeholder appears in your document (for
example: «AddressBlock») the “OK”.
Adding a “Greetings line”
Highlight the greeting line placeholder and replace it
with the ‘Greeting Line’ under Write Your Letter. You
can also filter it to where it only lists their first name
From the Mail Merge task pane, click Next: Preview
your letters to move to Step 5.
Step 5:
1. Preview the letters to make sure information from the recipient
list appears correctly in the letter. You can use the left and right
scroll arrows to view each document.
2. Click Next: Complete the merge to move to Step 6.
Step 6:
1. Click Print to print the letters.
2. The Merge to Printer dialog box opens. Click All, then
click OK.
3. The Print dialog box will appear. Adjust the print
settings if needed, then click OK.
