BBA 11043: Information and Communication Technology
Mail Merge – MS WORD
Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by
linking a main document to a data source. It is the process of combining a list of data with a
template.
The mail merge process involves the following:
The Main Document – contains the text and graphics that are the same for each
version of the merged document.
Data Source – a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.
Mail Merge – Form Letters
1. Open Word and create a new blank document
2. Type the letter with all needed text and formatting, leaving room for the data from the
data source (example: name, address, etc.)
3. Click the Mailings tab
4. Click Start Mail Merge
5. Click Step-by-Step Mail Merge Wizard
The Mail Merge task pane appears on the right of your screen. Note there are 6 steps.
Step 1 – Select Document Type
1. Click Letters for the document type
2. Click Next: Starting document
Step 2 – Select Starting Document
1. Click Use the current document under Select starting document
2. Click Next: Select recipients
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Step 3 – Select Recipients
The recipients can come from either an existing Excel file, an Access table or you can create
a new list in Word.
If Using an Existing List:
1. Click Use an existing list under Select recipients
2. Click Browse
3. Select the file
4. Click Open
5. Select the worksheet tab name that contains the data
6. Click OK (Mail Merge Recipients opens showing the file data)
7. Click OK
8. Click Next: Write your letter
If Creating a New List:
1. Click Type a new list under Select recipients
2. Click Create
3. Click Customize Columns to modify the list of fields
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4. Delete any unnecessary field names and/or add new ones
5. Click OK
6. Begin typing records, hitting TAB to advance to the next field and to continue
adding new records.
7. Click OK
8. Click Save
The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved
in the My Data Sources folder. It is recommended to save the file in this folder.
9. Click Next: Write your letter
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Step 4 – Write Your Letter
1. If including an address, click the location in your document where the address data will
be inserted
2. Click Address block…
3. Select the address elements you want included
4. Click OK
The field name will look like this: <<AddressBlock>>
The address block will insert the following fields including any necessary punctuation: First
Name, Last Name, Company, Address 1, Address 2, City, State, Postal Code.
Step 5 – Insert Merge Fields
1. Click where you want to add personalized information in the document. For example,
place the cursor after "Dear" to insert the recipient’s first name.
2. In the Mailings tab, click Insert Merge Field.
3. From the dropdown list, select the relevant field you want to insert (such as “First
Name,” “Last Name,” or “Address”).
4. Select the field from the list, click Insert, and then click Close.
5. Repeat the Process
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Step 6 – Preview Your Letters
Here is where you can preview the first page with the fields filled in.
1. Click Next: Preview your letters (if using the Wizard) or Preview Results from the
Mailings tab.
2. Click Next: Complete the merg
Step 7 – Complete the Merge
3. Click Print to send directly to the printer
4. Click Edit individual letters to create a new file
Remember to save your document as you go. The next time you open your document and
click on Step-by-Step Mail Merge, the data source file will be attached.
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