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Create a new mail merge list. Go to File > New > Blank Document. Choose Select Recipients > Type a New List. Type a New List command. How to use mail merge in Word to create custom documents, envelopes, email, and labels.
 
 

 

Microsoft Word Mail Merge Envelopes Free.Use mail merge to send bulk email messages

 

This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet. When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:.

The main document contains the basic text that is the same in all of the output documents. It may contain a letterhead, text, and instructions in merge fields for inserting text such as recipient names and addresses that vary from one output document to another.

The recipient list is a database that contains the data that is to be merged into the output documents. For example, the recipient list is a Microsoft Access database file or an Excel worksheet. This database is typically a list of names, addresses, phone numbers, and other categories of personal information.

The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents. Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose.

Note the following requirements for the data table:. Each row should provide information about a particular item. For example, in a mailing list, each row might include information about a particular recipient. Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown in the following sample data file. After you create your Excel data file, save it, and then close the data file.

For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:. Under Select document type , click Letters. The active document becomes the main document. The main document contains the text and graphics that are the same for each version of the merged document.

For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window.

To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step. In the Start from existing box, select the document that you want, and then click Open. If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open.

Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the “My Data Sources” folder. If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box.

Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:. Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records.

Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want. Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order.

Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list.

This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information.

If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records.

To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses. Word uses the recipients that you designated for the merge.

If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.

For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge.

Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient’s name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name.

If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field.

Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document. Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:. To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:.

In the Insert Postal Bar Code dialog box, select the appropriate address fields. You cannot type merge field characters ” ” or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu. For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:.

Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value.

Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document.

Do not format the data in the data source, because its formatting is not retained when you merge the data into the document. To change the format of the merged data, follow these steps:.

In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:.

After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:. When the wizard displays the “Step 5 Mail Merge” task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.

Therefore, you can see how your first output document will look.

 
 

Word Mail Merge

 
 

You can personalize the letter that each person receives. We can use the current document. So we could actually have our document ready to use. We can start from a template. Now if we use that option, then Word gives us access to a list of available mail merge templates. And the third option is to start from an existing document, and in this case we can look at any document.

We can basically browse to find the document we want to use. Note what it says there. Use the current document. Start from the document shown here and use the Mail Merge Wizard to add recipient information. The staff of Acme wish you and your team a Happy New Year, etc. Click on Next. Now in Step 3, we define the recipients and again there are three options here.

And if you look at Select recipients in the Pane on the right, we can use an existing list. There are various formats that that list can appear in and if you look at the text underneath, Use an existing list. The second option is to select from your Outlook Contacts. So, type in your list, type the names and addresses of recipients and we click on this Create button to create a new recipient list. Outlook Contact List contains data in a format that can be read by Word.

See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word. Create envelopes by using mail merge in Word. Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there. Data sources Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information.

Excel or Outlook If you know you’ll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents. Follow the links for details about each type: Letters that include a personalized greeting.

Create and print a batch of personalized letters Email where each recipient’s address is the only address on the To line. Create and send email messages Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing Create and print sheets of mailing labels Directory that lists a batch of information for each item in your data source.

See Use Outlook contacts as a data source for a mail merge Word data file is a data source you can create on the fly, within Word. Document types Letters that include a personalized greeting. Create envelopes by using mail merge in Word Create and print labels using mail merge. Need more help? 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. Optional: If you’d like to work along with the lesson, you can download the examples below:.

The Mail Merge pane appears and will guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list. 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.

If you don’t have an existing address list, you can click the Type a new list button and click Create. You can then type your address list. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want.

Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort.

For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:.

Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia.

The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want.

If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses.

Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document.

Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.

For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge.

Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient’s name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line.

Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.

Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:. To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields. You cannot type merge field characters ” ” or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.

For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:. Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge.

The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value.