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What Is A Word Mail Merge?
A mail merge in Word will combine a pppared letter with a mailing list, so that bulk mail is personalised before it is sent out. For example, you might be part of an organisation that has a list of members and you want to let them know about an upcoming Annual General Meeting. Your mailing list would be the list of members’ names and addresses, and the pppared letter would be a letter informing them of the AGM. Each letter produced will be identical, apart from the personalised portions.
The three files involved in the mail merge process are:
- your main document
- your mailing list
- the merged document
The Main Document
Now we will link the letter to your mailing list.
The Mailing List
Link The Mailing List To The Document
Now that you have established the link between your document and mailing list, save the document.
We’re going to assume that you want to send your letter to everyone on your list, but if you want to, you can select only certain entries from the list.
Insert Merge Fields
We now need to tell Word what personal details to add to the letter and where. To do this, we will insert merge fields in the main document. We’re going to keep things very simple and we’re just going to insert the most basic information. In our example we will insert member names and addresses.
First of all position the cursor where you want the address to appear on your letter. Then, on the Mailings tab, in the Write & Insert Fields group, choose Address Block.
In the window that opens, you get the chance to review and amend the format of the address that will be inserted when the merge is actually run.
The address and greeting are standard items, that most people will want to use in their mail merges, so they get their own special buttons in the ribbon. What if you want to insert data that is not in the Write & Insert Fields group? You will need the Insert Merge Fields button for that.
Run The Mail Merge
Don’t forget to save your document.
This tutorial was more of a quickstart than an in depth exploration of mail merge in Word. We will be looking at all the different variations in the step involved in later tutorials, so stay tuned for those.
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