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How to Use Mail Merge in Microsoft Word

How to Use Mail Merge in Microsoft Word

Mail Merge is a very convenient feature of most MS Office. It lets users combine mailing addresses with text emails and also pre-addressed envelopes. This is very helpful when you need to send multiple emails of the same text. What is more, MS Office also lets the user insert spreadsheet, database, table, and documents into the mail? 

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It is a powerful tool present in word processing software since it enables users to write personalized letters or E-mails to many people at one go. The feature enables the user to import data from sources other than the one where he/she is working on. It can be a data-sheet in Excel, a presentation in PowerPoint, or something else. It enables the user to replace placeholders in the message with relevant and specific information for each recipient. The feature works well in all the versions of MS Word now available, MS Word: 2010, 2013, and 2016.

How To Do Mail Merge

To do Mail Merge in MS Word, follow the below instructions:

  • Open a blank document and click on the “Mailings” tab. You will get the Start Mail Merge tab. 
  • Click on the Mail Merge tab and it will come up with a number of options. You need to click one that you will be working on. So, if you need to send letters to a group of people and also personalize each of them, you need to click on “Letters”. If you need to send email messages to a group of people and also personalize each of them, you need to select an “E-mail Message”. You may also need to print pre-addressed envelops for group mailing. In that case, you need to select “Envelopes”. If you need to print address labels, click on “Labels”. If you are just starting out with Mail Merge, you need to create a document containing a printed list of addresses. To do that, you need to select “Directory”.  
  • After selecting a particular type of document, the feature will prompt you to use an existing list, type a new list, or select from outlook contacts. If you choose Envelope, it will come up with a dialogue box for selecting the size of the envelope. If you choose Labels, it will come up with options for labels. You may also choose a normal word document. 
  • Select the document, and go to “Use The Current Document”. Now click on “Select Recipients”. You need to select “Start from existing document” if you need to since the Mail Merge feature automatically reverts to Use the current document.
  • Now select the recipients or create a new list by selecting Type a new list. After typing out the list click on “Create”, you need to add data in the New Address List box and then click OK. The list is ready, so save it. You can edit the list by choosing the “Edit Recipient List” if need be. Click Ok to make it ready. Now write the letter, add custom fields to it, and click on Address block to add the address of individual recipients on top of the document. 
  • In the dialogue box named “Insert Address Block”, checkboxes, or uncheck them and also select options until the appearance of the address is to your liking. Now press Enter and writing a line to greet the addressee. Now, go to Preview and click on “Complete the merge” or Click Print to print the letters. 

Conclusion

To know more about Mail Merge and how to use Mail Merge in Microsoft Word, enroll in our webinar on Mail Merge. Here you get professional training to use the Mail Merge feature and how you can stay in touch with clients, employees, families, investors, corporate staff, etc.

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