Mail merge can be use to create multiple documents at once from various sources. The documents end up with having identical layout, formatting, text, and graphics. For personalization specific sections of each document varies with individual content. The documents Word can create with mail merge include letters, envelopes, bulk mailing labels, and emails. There are three component documents involved in the mail merge process:
First Step: Prepare personalized data in Excel for mail merge
The first and most important step in the mail merge process is to set up and prepare your personalized data. We will use an Excel spreadsheet as the data source for the recipient list.
Here are some recommendations to prepare your personalized data for a mail merge process. Please ensure the following:
Second Step: Start the Word mail merge process from the Ribbon Menu
Screenshot of the Mailings tab in Word, showing the Start Mail Merge command and the list of available options for the type of merge you want to run.
Edit the mailing list
Select who receives your mail.
Screenshot of the Mailings tab in Word, showing the Edit Recipient List command as highlighted.
Third Step: Insert a merge field
You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.
To insert an address block for an envelope, a label, an email message, or a letter
In the Insert Address Block dialog box, choose a format for the recipient’s name as it will appear on the envelope.
Fourth Step: Preview and finish the mail merge
After you insert the merge fields you want, preview the results to confirm that the content is okay. and then you’re ready to complete the merge process.
Screenshot of the Mailings tab in Word, showing the Preview Results group.
Screenshot of the Mailings tab in Word, showing the Finish & Merge command and its options.
Well done! As a final step you can save this mail merge for use in the future.