Word 2010 Mail Merge to a Directory

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Description of “Directory” A directory is a catalog. Each record follows one after another, all on the same page. There are not section breaks between the records.

Preparation Recipient List created in an Excel file or Access database table or query

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

Document Type Select Directory Click Next: Starting document

Starting Document

Use the current document Click Next: Select recipients

Word 2010 Mail Merge to a Directory

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Select Recipients (Excel File)

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 If number formatting is important, check Show all Select MS Excel Worksheets via DDE (*.xls) Click OK

Word 2010 Mail Merge to a Directory

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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 Click Next: arrange your directory

Insert Merge Fields You may want to create a one row table with as many columns as you have fields. Insert a merge field in each cell If you don't place your merge fields in a table, then press enter at the end of the line

Word 2010 Mail Merge to a Directory

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Preview the Directory Click Next: Preview your directory Caution: the preview results will only show one record per page. This is NOT how the directory will appear when merged. All records will appear on the same page. Click Next: Complete the Merge Click To New Document… Select All Click OK

Directory Completed

Note the generic file name on the title bar. After the merge is completed you may add extra text such as a title at the top of the document.

This new document may be saved and printed.