Microsoft Office 2010 Word Mail Merge Instructions

Overview

One document (letter, envelop, e-mail, label, etc.) that is reproduced numerous times with custom

“fields” or fill-in-the blanks for each time it is reproduced:

The Process

1. Decide on and name all fields that will be “fill-in-the-blank”

2. Create, name, and save a Recipient List database with the headers name with “fill-in-the-blanks”

3. Create the document and insert “fill-in-the-blank” fields

4. Merge the Recipient List into the Document

Definitions

Recipient list: A list containing the information you use to “fill-in-the-blanks”. The list is organized in

rows and columns that will be merged into the main document.

Main Document: Any document but with “fill-in-the-blanks” to create forms letters (it need not be a

letter, instead it could be an e-mail, envelope, catalogue, label or anything else that requires mass

production with customized information within it).

Fields (or merge fields): These are the “fill-in-the-blanks items within the main document that will be

filled with information for the recipient list.

STEP-By-STEP

Step 1: Creating the Recipient List (From the Mailings Tab)

1. Select Recipients List (new, existing, or from Outlook)

Start Mail Merge Group/Select Recipients dropdown (select New, Existing, or Outlook list)

2. Develop a New Recipients List

Title a column for each field (i.e. Title, Name, etc.) in your document (fields may be renamed,

moved, deleted, etc. *See detailed instructions for Recipient List.

Fill in the column information for each Recipient (i.e. Jones, John, Mr.)

3. Select Ok to Save and Name the Recipient List

(it will default save to My Documents/My Data Sources)

4. Go to Step 2 – Creating the Main Document

*Recipient List Detailed Instructions

1. Select Customize Columns

2. Select Add, Delete, or Rename Columns

3. To Add or Rename a Columns, simply type in

your preferred field/column name in the pop up

4. Select OK A

5. Add or delete recipients as needed

6. Recipient information may be sorted (click down arrow

next to the column you want to sort)

Step 2: Creating the Main Document (From the Mailings Tab):

1. Select the type of Document (Letter, E-Mail, etc):

Start Mail Merge Group/Start Mail Merge dropdown

2. Associate the Document with a Recipient list

Select Recipients/Use Existing List/Select the list

from My Data Sources

3. Type the document and Insert the Fields

Select the Fields to Insert

o Insert Fields/Insert Merge Fields/dropdown

o Select the field to insert in the document location

Example: In this case a letter was selected and it

begins with Dear and then two fields were selected,

the Title and the Last Name

Step 3: Merge the document

Mailings Tab/Finish Group/Finish and Merge dropdown

Select to Edit Individual Documents, Print Documents or Send E-Mail Messages

Example: The Merged Document will look like this: