Word 2010 Mail Merge to Letters

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Preparation

Excel File as the Recipient List

Recipient List Field Names: Should not have any spaces Format them differently than the data. Example: Bold and italicize the field names (titles to the columns)

Structure of the Recipient List No blank rows or columns in the list. Blank cells are ok. Though not necessary, the first sheet should contain the data source. Rearrange sheets if needed.

Number and date formatting may not appear in the merged document:

If you have formatted numbers in your Excel file, they will not merge into the document in their formatted state. Ex.: $1,200.02 becomes 1200.02. In order to have formatted numbers and dates appear in the merged document, you must set some options in Word (Confirm File Format Conversion on Open), and then the Excel data will be merged as expected. You only have to set this once.

Confirm File Format Conversion on Open

In Word: File, Options

Advanced bar, General Section Check Confirm file format conversion on open OK This is important if you are merging fields with money or dates so they will appear in Word the same way they are formatted in Excel. Sample of Excel Spreadsheet

Warning When Opening a Word Mail Merge Main Document Because an Excel file is attached to the document, this warning appears Click Yes

Word 2010 Mail Merge to Letters

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Letters

Display Mail Merge Wizard Task Pane

Starting with a blank document, select Mailings tab Click Start Mail Merge Select Step by Step Mail Merge Wizard Mail Merge Task Pane Appears

Choose Letters for the Document Type

Select Letters Click Next: Starting document

Select Starting Document This is called the "Main Document" Use the current document Click Next: Select recipients

Word 2010 Mail Merge to Letters

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Data Sources You Can Use for a Mail Merge

Outlook Contact List

Office Address List

Excel Worksheet

Access Database Table or Query

Other Database files

HTML file

Different type of electronic address book

Word Data Source or a Header Source

Text files (CSV, TXT)

Choose the Data Source/Recipient List Select Use an existing list Click Browse… Navigate to your Excel File Select the data file and click Open Select OLE DB Database Files Click OK OR

Word 2010 Mail Merge to Letters

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If number formatting is important, check Show all Select MS Excel Worksheets via DDE (*.xls) Click OK Note: The first sheet should be selected.

Use this one if your address list is on sheet 1, otherwise select whichever sheet has the address list.

Click OK The address list appears Click OK Note: You can sort, filter and omit records here.

Word 2010 Mail Merge to Letters

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Data Source/Recipient List is attached to the Form Letter The form letter is the main document

Save the Main Document File

Write the Letter Type the text that everyone gets. Insert fields for personal information.

Word 2010 Mail Merge to Letters

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Insert Merge Fields Select Insert Merge Field on Mailings tab, select Field Completed greeting: Completed address:

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Alternate Method to Insert an Address Block Click Address Block… Choose the format you want Click OK Completed Address Block (This expands during the merge process, displaying the entire address.)

Alternate Method to Insert a Greeting Line Click Greeting Line Choose the format you want Click OK Completed Greeting Line

Word 2010 Mail Merge to Letters

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Complete Writing the Form Letter Example

Fields Turn Gray When You Click Them Don't type anything in the field or remove the »

Save the Form Letter Click File, Save

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Preview the Merge Results In the Mail Merge task pane Click Next: Preview your letters (1) Or click Preview Results (2) on the Mailings ribbon.

Complete the Merge

In the Mail Merge task pane, click Next: Complete the merge

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Word 2010 Mail Merge to Letters

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Click Edit individual letters… on the task pane -or- click Edit Individual documents from the Finish & Merge button on the Mailings ribbon.

Merge to New Document – click All Click OK

Completed Merge A separate document is created. This is NOT the Main Document. Each record from the Data Source produces a letter The number of pages/sections produced equals the number of records (Assuming that a letter is only one page long)

Word 2010 Mail Merge to Letters

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Display Section Breaks Click the Show/Hide button on the

Home Ribbon. It looks like a ¶

Display the Section Number on the Status Bar Right mouse click on Word’s status bar Click Section Click outside the list

Section # Displayed on the Status Bar

Print the Completed Merge File, Print