Creating and printing a Mail Merge from MS Word.crm01.konicaminoltaeurope.com/.../$FILE/Mail_Merge.pdf · Problem description: How to create and print a Mail Merge from MS Word. Solution

Konica Minolta Printing Solutions Europe B.V.

Support Department Website: printer.konicaminolta.com

Page 1 of 8

Creating and printing a Mail Merge from MS Word. Information Level: 4 (2 = Semi-confidential, Konica Minolta, internal use only, 3 = Service Partners/Distributors/First Line usage only. 4 = General Information, may be send to end-users.) Printer involved: All Problem description: How to create and print a Mail Merge from MS Word. Solution / Workaround: Mail Merge is a MS Word feature which enables you to create multiple documents based on one template letter. Each copy of the document may contain different variables like the addressed person, the address line, the greeting line, etc. This document gives an example on how you can create and print a Mail Merge from MS Word. First of all, you will need a data file which contains the variables used in the Mail Merge. In this example a letter will be created which will be addressed to different people, so the Excel data file will contain names and address data. This file will be used as source for importing the variable data into the Word file which will be used for the Mail Merge.

To create a Mail Merge document in MS Word, open a new MS Word document. In the Tools menu, select Letters and Mailings > Mail Merge.



Page 2 of 8

The Mail Merge wizard will start.

In this example a letter will be created, so select Letters and click Next: Starting document above.

An existing document or template can be used for the Mail Merge or a new document can be created. In this example a new document will be created, so select Use the current document and click Next: Select recipients.



Page 3 of 8

For selecting the recipients, MS Word can use an existing list (i.e. Excel file) or the Outlook Address book. Also the list can be created at this point. In this example we have an Excel file which contains the address data, so select Use an existing list and click the Browse button to locate the Excel file.

Select the Excel file to use and click Open.

Select the table to be used from the current Excel file (only one table present in this example) and click OK.



Page 4 of 8

Select the recipients you want to include in this Mail Merge en click OK.

Select Next: Write our letter.



Page 5 of 8

Now the letter should be composed, and using the variables can be inserted using the options: • Address block • Greeting line • Greeting Wizard • Electronic Postage • Postal bar code • More items

In this example, an address block has been added by clicking the Address block option and selecting the layout options below.

Click OK.



Page 6 of 8

Next, a greeting line has been added by clicking the Greeting line option and selecting the layout options below.

In the document, these variable fields will look like below:

So far, standard variables like the address block and greeting line have been used. It is also possible to select a variable from the Excel file manually by selecting More items.



Page 7 of 8

Below, select the column from the Excel file from which you want to import data in the location of the cursor.

In this example, the City name will be used. Select Insert and click the Close button after this.

A preview of the letter can be displayed by selecting Next: Preview your letters.



Page 8 of 8

You can browse the separate letters which will be generated in this Mail Merge by clicking the << and >> buttons. If the layout is OK, click Next: Complete the merge. Next, the Mail Merge can be printed by clicking Print below.

Documents

Creating and printing a Mail Merge from MS Word.crm01.konicaminoltaeurope.com/.../$FILE/Mail_Merge.pdf · Problem description: How to create and print a Mail Merge from MS Word. Solution