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Mail Merge - How To Summary.Docx C:\Users\John\Documents\Worksheets & Resources\WORKSHEETS\Microsoft Word 2007\Mail Merge - How To Summary.Docx

Mail Merge Summary

Mail merge is the tool you use if you want to write the same document to different people but need to personalise each document. You can use it for letters, email messages, faxes, envelopes and labels. For instance, in a letter you want to use different names and addresses and maybe change some details within the letter.

To create a mail merge you will need two files: Main document

This contains the layout and any text that you need in your final merged document, together with special instructions (known as merge fields) which tell Word where to put in the data that varies for each individual document.

Recipient List

This is a database which contains the individual personal information, which will be merged into each output document. You can create a special list using a table in Word, a spreadsheet in Excel or a database in Access. You can also use an existing data source.

These two files are then merged to give a third file – the output documents, containing

the results of the merge. Some of the text is the same in all the documents, while other text will vary from document to document.

The steps needed to perform a mail merge are:

1. Create the main document

2. Create the recipient list

3. Merge the two together into the output document

1. Create the Main Document Using Mail Merge Wizard

Open Word and open a new document

Go to Mailings

Go to Start Mail Merge

Click Step by Step Mail Merge Wizard – this will show you the first of six steps

Step 1 – Select document type – click Letters

Click Next -– Starting Document to go to Step 2

Click Use the Current Document to use the open document

Click Next Select recipients

If you have already written a document, select Start from an existing document



2. Create a New Recipient List

Step 3 Select Recipients

Click type a new list

Click on Create

Type in details

When all the details are added, click OK

When you click OK, Word will display the save Address List dialog box Select a file name and location and save the file – it will be saved as a database file

3. Merge the Two Together Into the Output Document

Click on Next Write: Your Letter

Type in your letter (or use the existing document chosen in step 1)

Where the variable text is to go:

o Click on Insert Merge Field

o Click on the field you want to insert from the Fields: dialog box

o Click Insert o Click Close

Repeat until the letter is complete and all the variable text has been included Note: if two fields are located next to each other don’t forget to put a space in between as Word does not do this be default

eg. «First_Name» press space bar between here «Last_Name»

Click Next: Preview your letters

Click on the forward arrow in the Preview Results group to see other letters

When you have completed previewing work, click on Next: Complete the merge

Print or edit individual letters as required

Save you merged document

______________________________________________________________________________

To Edit Details

Click on Edit Recipients List

In the Data Source dialog box, click on the data source file name

Then click Edit and then New Entry

Enter the new recipient(s) and Word will ask you if you want to update the

recipient list and save the details

Click OK

To insert the current date automatically

Click on Insert

Click on Date and Time

Make sure the update automatic box is ticked

Click OK

To Sort Entries


Click on Sort

Click on Sort by: dropdown arrow and click on the type of sort you would like

Click on Ascending or Descending

Click OK



To Sort a Datafile On More Than One Field:

In the Mail Merge wizard, on step 3


In the Data Source dialog box, click on the data source file name

Then click Edit

Then click Sort

In the first sort box, select criteria

Move down to second sort box and select second criteria

Select 3rd criteria, if you wish to do so

Click OK

Creating Labels

Open Word and open a new document

Click Mailings

Click Start Mail Merge

Click Step by Step Mail Merge Wizard

In Select document type click Labels

Click Next: Starting Document

Click Start from existing document

Click Label Options and select the label size eg 5160 Address

Click Next Select recipients

Click Use an existing list

Click Browse and select the database you want to use

Mail Merge Recipient dialog box appears – check it is the right database

Click OK

Click Next: Arrange your labels

Choose Address Block (or choose More and add each field)

Click Update all labels - this will replicate all labels

Click Next Preview Your Labels

Click Next Complete the Merge

Print and Save