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Ways to Merge Data

When you have finished editing your main document and inserting the merge fields, you have several choices for merging the data. These merge choices are: As a preview, to examine the mail merge

before you actually complete it To a new Word document, where you can edit

documents as necessary before printing them Directly to the printer To e-mail addresses To fax numbers

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Previewing the Mail Merge

Before printing your merged documents, click the View Merged Data button to see the first record from the data source in the main document. This feature lets you see if the merged fields appear as desired.

View Merged Data button

Merged fields

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Previewing the Mail Merge

To turn off the preview feature, click the View Merged Data button again.

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Merge to a New Document

If you need to add content to some letters or if you want to verify the mail merge results before printing the merged documents, click the Merge to New Document button. Word will open a new program window and display each merged document. You can use the scroll bars to view each document. You use this option when you need to change the content of any merged document, but you don’t want to change every merged document.

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Merge to the Printer

If you are certain that your mail merge is set up correctly, click the Merge to Printer button. Use the Print dialog box to specify the print options, and then click the OK button to merge the documents and print them in one step.

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Merge to an E-mail Address

If your data source contains valid e-mail addresses for each record, you can click the Merge button to open the Merge dialog box. Click the Merge to list arrow, and then click the Electronic mail option.

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Merge to an E-mail Address

Use the Setup button to specify the data field that contains the e-mail addresses, and then type the message’s subject line in the Mail message subject line text box. You can select the “Send document as an attachment” check box to attach the merged document to the e-mail message.

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Merge to an E-mail Address

Click the OK button to begin the merge. If your computer is correctly configured to send merged documents to e-mail addresses and you have a valid Internet connection, the merged documents will be sent to the e-mail addresses specified in the data source.

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Merge to a Fax Number

If a fax number is specified in the data source, selecting the Electronic mail option in the Merge dialog box will send the merged documents to the fax numbers specified in the data source. To use this option, your computer must be correctly configured for sending merged documents via fax.