mail merge application letter example

How to Use Mail Merge in Word for Form Letters (Step by Step)

Mail merge in Microsoft Word represented by letter and mailboxes.

Perform a Mail Merge in Microsoft Word to Generate Form Letters for Bulk Mailings

by Avantix Learning Team | Updated January 10, 2021

Applies to: Microsoft ® Word ® 2013, 2016, 2019 and 365 (Windows)

You can use mail merge in Microsoft Word to create form letters, labels, envelopes and even a catalog or directory. In this article, we'll review the process for creating form letters for multiple contacts or clients. You'll need to create a main document or letter in Microsoft Word and then connect to a data set of names and addresses in a Word document, Excel worksheet, delimited file or database like Microsoft Access. When you run the mail merge, you have the option of creating a new merged file (which would include a letter for each contact) or merge directly to a printer.

Recommended article: How to Create Labels in Word Using Mail Merge and Excel Source Data

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Understanding the mail merge process for form letters

There are 7 steps in the mail merge process to create form letters in Word:

Start the merge and specify the main document for the letter.
Select the source file containing the data set with names and addresses. Microsoft refers to a data set or database as a list. It's best to create this file before you begin the mail merge process.
Insert fields into the letter and any other required content (such as the body of the letter and signature).
Format the letter.
Select specific recipients or filter the recipient list (optional).
Preview the merged letter (optional).
Run the mail merge.

During the mail merge process, fields are inserted into the main document and appear in carets (such as <<FirstName>>). By default, when you click in a field, it is displayed with grey shading. When you run the merge, the fields are replaced by data from the source file.

In this article, we'll be using the Mailings tab in the Ribbon to set up and run a mail merge (not the Mail Merge Wizard):

Mailings tab in the Ribbon in Microsoft Word for mass mailings.

Step 1: Start the merge and specify the main document

The first step in the mail merge process is to start the merge using Start Mail Merge on the Mailings tab in the Word Ribbon:

Start mail merge command in Word Mailings tab in the Ribbon.

To start the merge and specify the main document as a form letter:

Create a new blank document or open a Word document containing a sample letter.
Click the Mailings tab in the Ribbon and then click Start Mail Merge in the Start Mail Merge group.
From the drop-down menu, select the type of document you want to create. In this case, select Letters. By default, Word uses the current document. At this point, you may want to insert other components such as a date, the body of the letter and a signature.

Step 2: Select the source file containing the data set

The next step is to connect to a source file containing a list of names and addresses using Select Recipients. The source file can be a Microsoft Word document containing a table or delimited data, Excel worksheet or even a table or query in a database such as Microsoft Access. For Word tables and Excel spreadsheets, the first row in the table or worksheet must contain field names such as FirstName, LastName, Company, Address and so on. In a Word source file, there cannot be any paragraphs above the table or data. You can also use a comma or tab delimited file as long as the first line in the document contains field names. In delimited files, the field names and data are separated by a delimiter such as a comma or tab.

Select Recipients appears on the Mailings tab in the Ribbon:

Select recipients command in Word Mailings tab in the Ribbon.

In the following example, note that the field names are in the first row of a Word table which will be used as a source:

Word source table for mail merge form letters.

In the following Excel example, note that the field names are in the first row of the worksheet which will be used as a source:

Excel worksheet used for source for Word mail merge.

To select a Microsoft Word source file containing a table with names and addresses:

In the main Word document, click the Mailings tab in the Ribbon and then click Select Recipients in the Start Mail Merge group. A dialog box appears.
Click Use an Existing List from the drop-down menu. A dialog box appears.
Navigate to the Word file containing the names and addresses you want to use.
Double-click the file.

To select a Microsoft Excel source file containing a worksheet with names and addresses:

Navigate to the Excel file containing the names and addresses you want to use.
Double-click the file. A dialog box appears.
Ensure First row of data contains column headers is checked.
Click the Excel worksheet containing the data you wish to use.

The following dialog box appears when you select an Excel file as the source for a merge:

Excel dialog box to select worksheet to be used for Word form letters.

Step 3: Insert fields from the source file

Once you have connected to a source file, you can insert fields into the main document or letter. You have the option of using special Word fields such as Address Block and Greeting Line (for example, to insert Dear John) or inserting individual fields.

Address Block and Greeting Line appear as follows in the Ribbon:

Address block for mail merge in Microsoft Word.

To insert the Address Block field:

Click in the main document where you want to insert an address block.
Click the Mailings tab in the Ribbon and then click Address Block in the Write & Insert Fields group. A dialog box appears. Word will display an address based on the source data.
In the samples on the left, select the address sample you prefer.
Check or uncheck other options if necessary.
Click OK. Word inserts an Address Block field into the main document.

For Address Block, select a sample address in the area on the left in the Insert Address Block dialog box:

Insert address block dialog box in Word for form letters.

To insert a Greeting Line field:

Click in the main document where you want to insert a greeting.
Click the Mailings tab in the Ribbon and then click Greeting Line in the Write & Fields group. A dialog box appears. Word will display a greeting based on the source data.
Select greeting line options for the Greeting line format.
Select an option for invalid recipient names.
Click OK. Word inserts a Greeting Line field into the main document.

For Greeting Line, select greeting line options in the Insert Greeting Line dialog box:

Insert greeting line dialog box in Word for form letters.

To insert fields individually:

Click in the main document where you want to insert a field (such as FirstName).
Click the Mailings tab in the Ribbon and then select Insert Merge Field in the Write & Insert Fields group.
From the drop-down menu, select the field you want to insert.
Press the spacebar, type text or press Enter if necessary.
Repeat for other fields you want to insert.

Step 4: Format the letter

You may need to apply formatting to the letter such as changing the font and size and adjusting paragraph spacing.

It's common for an Address Block field or address lines to have extra paragraph spacing above and / or below lines in the address when the results are previewed or printed. This is caused by default settings for space above and below paragraphs.

To remove the paragraph spacing:

Select the Address Block field or other lines (often in the address if you have inserted individual fields).
Click the Home tab in the Ribbon and select the dialog box launcher on the bottom right of the Paragraph group.
Select Don't add space between paragraphs of the same style. Alternatively, change the space above and below the paragraph(s).

Step 5: Select specific recipients or filter the recipient list (optional)

You have the option of specifying specific recipients or filtering the recipient list if you don't want to create form letters for all contacts in the data source.

To choose specific contacts:

Click the Mailings tab in the Ribbon and then click Edit Recipient List in the Start Mail Merge group. A dialog box appears.
Uncheck the check boxes beside the recipients you do not want to include in the mail merge.

To filter the source list:

Click Filter. A dialog box appears.
Select / enter the desired filtering options.

For example, below is a filter to display records from Toronto:

Filtering dialog box in Word for mail merge for form letters.

To remove the filter, repeat the process, but click Clear All in the Filter and Sort dialog box.

Step 6: Preview the results (optional)

Before you run the mail merge, you can preview the results:

In the main document, click the Mailings tab in the Ribbon and then click Preview Results in the Preview Results group.
Click the arrows in the Preview Results group to go to the next or previous letter.
Click Preview Results to view the fields again.

Step 7: Run the mail merge for letters

The final step is to run the merge. You can either create a new merged document or merge directly to a printer.

To run the letter mail merge in the main document and create a new merged document:

Click the Mailings tab in the Ribbon and then click Finish & Merge in the Finish group. A drop-down menu appears.
Click Edit Individual Documents. A dialog box appears.
Click Current Record or enter a selected range if necessary.
Click OK. Word creates a new merged document that you can edit, print and save. Each letter will appear on a new page in a new section.

The following dialog box appears when you select Edit individual documents.

Merge to new document in Word for form letters.

To run the letter mail merge in the main document and print the merged documents:

Click the Mailings tab in the Ribbon and click Finish & Merge in the Finish group. A drop-down menu appears.
Select Print Documents. A dialog box appears.
Click OK. A dialog box appears.
Select the desired printer and other printer options.

The following dialog box appears when you select Print Documents:

You will typically want to save the main document and the source file. If you save the merged file, you will have a record of the letters that were created.

The process is similar for labels. The main document would be labels (usually a label type with a product code) and would connect to the source document in the same way.

This article was first published on December 9, 2019 and has been updated for clarity and content.

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How to Use Mail Merge in Word for Form Letters (Step by Step)

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How to Use Mail Merge to Create Letters, Envelopes, and Labels

(Note: Suitable for users of Word, 2013, 2016, 2019, 2021, and Word for Microsoft 365. )

Quickly create multiple personalized letters, envelopes, and labels.

Mail Merge Explained

Mail Merge has been a staple of Word for a long time. It’s an invaluable utility for anyone who needs to create lots of letters, envelopes, and labels personalized to each individual.

For example, we might have a list of 200 clients, and we need to send the same letter to all of them. Instead of typing out the letter 200 times and changing the address details and name, we can create the letter once and get mail merge to create 200 copies with correct names and addresses automatically.

We can use the same process to create corresponding envelopes and labels.

Best of all, we have a Mail Merge Wizard to guide us through the process step by step.

Use an Existing List

Select From Outlook Contacts

Type a New List

Use the recipients list stored in an excel spreadsheet, create envelopes, create labels.

Create Letters

The mail merge wizard.

In this first example, we are going to create 7 letters using the Mail Merge Wizard.

We can start from a blank document, or if we have the letter already typed out, we can open it and start from there.

From the Mailings tab, in the Start Mail Merge group, click the drop-down arrow next to the Start Mail Merge button.
Choose Step-by-step Mail Merge Wizard .

The Mail Merge pane will open on the right-hand side.

From the Select document type area, select Letters .

Click Next: Starting document at the bottom.

From the Select starting document area, choose how to set up the letters.

We can use the current document if we already have the letter open. If we don’t, we can start from an existing document and browse for it or start from a template.

Select Use the current document.
Click Next: Select recipients .

Now, we need to specify our recipients.

If we choose this option, we can select a file that contains our recipients. This is the option we will use, as our list is stored in an Excel spreadsheet.

Select from Outlook Contacts

We choose this option if we want to select the recipients from our Outlook contacts.

Click Choose Contacts folder.
Click OK and OK again to select your Outlook folder profile.

We can then see a list of our Outlook contacts and choose which ones we would like to include in the mail merge.

We use this option to type a list of recipients from scratch.

Click Create .
Type in the details for the first recipient.
To add another, click New Entry .
When complete, click OK .

In this example, our recipients list is stored in an Excel spreadsheet.

We are going to use a list of recipients stored in an Excel spreadsheet.

Select Use an existing list .
Click Browse .
Navigate to the Excel spreadsheet in File Explorer.
Click Open .

Select the Sheet that contains the recipient information.

The Mail Merge Recipients window will open. We can see all recipients from here in the Excel file (1). We can choose which recipients to include in the mail merge by toggling the check box next to each name (2). We can also refine our recipients list. We can sort the names A-Z or Z-A. We can filter the names. We can search for duplicates in the list, find specific recipients, and validate the addresses (3) .

Click Next: Write your letter .

If you start from a blank document, this is where you write your letter.

Next, we need to choose which merge fields to add to our document. Merge fields are the little pieces of code that help us personalize each letter.

Click at the top of the letter.
Click Address block .

From here, we can choose options for our recipient address, such as the format of the name and whether we want to include the postal address. We can see how the address will look in the preview pane.

The Address block code will be inserted into the top of the letter.

Next, let’s add a personalized greeting line.

Click the Greeting line .

From here, we can choose the format for our greeting line and what we want it to say for invalid recipients’ names.

We can add merge fields into the body to further personalize our letter. For example, we want the letter to say ‘Good luck, Sarah so we need to position our cursor just after the comma.

Click More items .
Choose the First name from the list.

Click Insert .
Click Next: Preview your letters .

At this stage, we can make any final adjustments to our letter. We may need to remove some spaces or adjust the paragraph spacing to look as we would like.

Click Next: Complete the merge .
Click Edit individual letters .
Select All to merge all records.

Word will now create 7 letters, each one personalized to the recipient.

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Deborah Ashby is a TAP Accredited IT Trainer, specializing in the design, delivery, and facilitation of Microsoft courses both online and in the classroom.She has over 11 years of IT Training Experience and 24 years in the IT Industry. To date, she's trained over 10,000 people in the UK and overseas at companies such as HMRC, the Metropolitan Police, Parliament, SKY, Microsoft, Kew Gardens, Norton Rose Fulbright LLP.She's a qualified MOS Master for 2010, 2013, and 2016 editions of Microsoft Office and is COLF and TAP Accredited and a member of The British Learning Institute.

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How to use the Mail Merge feature in Word to create and to print form letters that use the data from an Excel worksheet

This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet. When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:

The main document contains the basic text that is the same in all of the output documents. It may contain a letterhead, text, and instructions in merge fields for inserting text (such as recipient names and addresses) that vary from one output document to another.

The recipient list is a database that contains the data that is to be merged into the output documents. For example, the recipient list is a Microsoft Access database file or an Excel worksheet. This database is typically a list of names, addresses, phone numbers, and other categories of personal information.

The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents.

Step 1: Set Up the Excel Data File

Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose. Note the following requirements for the data table:

The first row should contain field names for each column -- for example, Title, Salutation, First Name, Middle Name, Last Name, Address1, and Address2.

Each field name should be unique.

Each row should provide information about a particular item. For example, in a mailing list, each row might include information about a particular recipient.

The table should contain no blank rows.

Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown in the following sample data file. After you create your Excel data file, save it, and then close the data file. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:

294688 How to design and set up a mail merge address list in Word 2002 and in later versions of Word

Step 2: Set Up the Main Document

In Microsoft Office Word 2003 and in earlier versions of Word, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard. In Microsoft Office Word 2007, click Start Mail Merge in the Start Mail Merge group on the Mailings tab, and then click Step by Step by Mail Merge Wizard .

Under Select document type , click Letters . The active document becomes the main document. The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address and the salutation in a form letter are the same for each version.

Click Next: Starting document .

Use one of the following methods:

Start with the document that is currently shown in the document window. To do this, click Use the current document . You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step.

Start with a template. To do this, follow these steps:

Click Start from a template .

Click Select template .

On the Mail Merge tab, select the template that you want in the Select Template dialog box, and then click OK.

Start with an existing document. To do this, follow these steps:

Click Start from existing document .

In the Start from existing box, select the document that you want, and then click Open.

If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open.

Click Next: Select recipients .

Step 3: Specify the Excel Data Source

Under Select recipients , click Use an existing list .

Click Browse .

In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the "My Data Sources" folder.

Click Open.

If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK.

All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge.

Step 4: Select the Recipients

In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:

Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want.

Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading.

Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:

Click the arrow next to the column heading of the element that you want to filter by.

Click any of the following:

(Blanks): This option displays all the records in which the corresponding field is blank.

(Nonblanks): This option displays all the records in which the corresponding field contains information.

If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia.

The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click (All).

For advanced sorting and filtering, click the arrow next to any column name, and then click (Advanced). Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want.

If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients' addresses.

Click OK to return to the Mail Merge Wizard. Word uses the recipients that you designated for the merge.

Click Next: Write your letter .

Step 5: Complete the Letter and Add Merge Fields

If you have not already done this, type the text that you want to appear in every form letter in the main document.

Insert Merge Fields

Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:

In the main document, click where you want to insert the field.

Insert any of the following:

Address block with name, address, and other information:

Click Address block .

In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option.

For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to (not available) , and then select the field from your data source that corresponds to the field required for the mail merge.

Greeting line:

Click Greeting line.

Select the greeting line format that includes the salutation, name format, and following punctuation.

Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name.

If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click the arrow next to (not available), and then select the field from your data source that corresponds to the field required for the mail merge.

Other fields of information:

Click More items.

Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.

Click Database Fields to select from fields that always take data directly from a column in a database.

In the Fields box, click the field that you want.

Click Insert, and then click Close.

If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Click the arrow next to (not available) , and then select the field from your data source that corresponds to the field required for the mail merge. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.

Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:

Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:

Print Online Postage http://office.microsoft.com/services/service.aspx?sid=2.4

Insert the postage according to the program's instructions.

To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:Postal bar code: You must select a letter or envelope type that supports the POSTNET bar code. To use the Postal bar code, follow these steps:

Click Postal Bar Code .

In the Insert Postal Bar Code dialog box, select the appropriate address fields. Note The Postal Bar Code option appears only if you are using the U.S. language version of Word.

Repeat steps a and b for all the fields that you want to insert. NOTES:

You cannot type merge field characters (" ") or insert them by using the Symbol command on the Insert menu.

If the merge fields appear inside braces, such as { MERGEFIELD City }, Word is displaying field codes instead of field results. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.

For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:

February 26, 2002 AddressBlock GreetingLine Type your letter here. Sincerely, Type your name here

Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. To display the Mail Merge toolbar, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar . The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document.

Change the Format of the Merged Data

To format merged data, you must format the merge fields in the main document. Do not format the data in the data source, because its formatting is not retained when you merge the data into the document. To change the format of the merged data, follow these steps:

In the main document, select the field that contains the information that you want to format, including the enclosing merge field characters (<< >>).

In Word 2003 and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Word 2007, click the option that you want in the Theme Fonts box in the Font group on the Home tab.

Format by Using Field Codes

To control other aspects of formatting, press ALT+F9 to display field codes, and then add switches to the merge fields. When you work with fields, a switch is a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:

To display the number 34987.89 as $34,987.89, add the Numeric Picture switch (\#).

To print client names in uppercase letters, add the Format switch (\*).

To make sure that the merged information has the same font and point size that you apply to the merge field, add the Charformat switch (\*).

Step 6: Save the Document

After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:

In Word 2003 and in earlier versions of Word, click Save As on the File menu. In Word 2007, click the Microsoft Office Button , and then click Save As .

Name the document, and then click Save.

Click Next: Preview your letters .

Step 7: Preview the Letters and Fine-Tune the Recipient List

When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.Therefore, you can see how your first output document will look. For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters :

February 26, 2002 Andrew Fuller 908 W. Capital Way Tacoma 98401 Dear Andrew Fuller, Type your letter here. Sincerely, Type your name here To preview additional entries, use one of the following methods:

To preview the items in order, click the left or right arrow buttons.

To locate and preview a specific item, click Find a recipient , and then enter the search criteria in the Find Entry dialog box.

Fine-tune the recipient list if you want. To do this, use one of the following methods:

To exclude a particular recipient from the merge operation, click Exclude this recipient .

To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box.

Step 8: Complete the Merge

To complete the merge, use any of the following methods.

Personalize Individual Letters

To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document. To do this, follow these steps:

Click Edit individual letters .

In the Merge to New Document dialog box, select the records that you want to merge.

Click OK. Word creates and opens a new merged document. Your main document also remains open, and you can switch back to it if you want to change all the documents.

Scroll to the information that you want to edit, and then make your changes.

Print or save the document just as you would any regular document.

Print the Letters

To print the letters, use one of the following methods:

If you personalized the items and if the merged document is active, follow these steps:

In Word 2003 and in earlier versions of Word, click Print on the File menu. In Word 2007, click the Microsoft Office Button , and then click Print .

Select the options that you want.

If you want to print directly from the Mail Merge Wizard, follow these steps:

In Step 6 of the Mail Merge Wizard ( Complete the merge ), click Print.

In the Merge to Printer dialog box, use one of the following methods, and then click OK:

To print all the documents, click All.

To print the document that you see in the document window, click Current record .

To print a range of documents, click From, and then type the record numbers in the From and To boxes.

In the Print dialog box, select the options that you want.

Save the Merged Letters for Later Use

If you want to edit merged letters or to save them for later use, you can collect them into a single document. To do this, follow these steps:

In the Merge to a New Document dialog box, use one of the following methods, and then click OK:

To merge all the documents, click All.

To merge only the document that you see in the document window, click Current record .

To merge a range of documents, click From, and then type the record numbers in the From and To boxes.

Word opens a single new document that contains all the individual letters. You can then save the document for later use, just as you would any regular document.

For more information, click the following article numbers to view the articles in the Microsoft Knowledge Base:

318117 How to use addresses from an Excel worksheet to create labels in Word

318115 How to create a form letter by using information from an Access database in Word 2002

318112 How to use addresses from an Access 2002 database to create labels in Word 2002

294686 How to use mail merge to create a list sorted by category in Word 2002 and in later versions of Word

290408 Frequently asked questions about mail merge in Word 2002

294693 How to use mail merge to create a directory in Word 2002 and in later versions of Word

294683 How to use mail merge to create form letters in Word 2002 and in later versions of Word

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Word 2016 - Mail Merge

Word 2016 -, word 2016 mail merge.

Word 2016: Mail Merge

Lesson 30: mail merge.

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Introduction

Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge , you will need a Word document (you can start with an existing one or create a new one) and a recipient list , which is typically an Excel workbook .

Optional: If you'd like to work along with the lesson, you can download the examples below:

Practice document (Word document)
Recipient list (Excel workbook)

Watch the video below to learn more about using the Mail Merge feature.

To use Mail Merge:

Open an existing Word document, or create a new one.

The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list .

Now you'll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook , or you can type a new address list from within the Mail Merge Wizard.

If you don't have an existing address list, you can click the Type a new list button and click Create , then type your address list manually.

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address ) will be different. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

For some letters, you'll only need to add an Address block and Greeting line . But you can also add more placeholders (such as recipients' names or addresses) in the body of the letter to personalize it even further.

previewing the letters for each recipient

Open our practice document and practice recipient list .
Use the Mail Merge Wizard to merge the letter with the recipient list.
Insert an address block at the top of the document. Choose the second format: Joshua Randall Jr.
Above the body of the letter, insert a Greeting Line . Format the greeting line so it says Mr. Randall,

Complete the merge.

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How to Use Mail Merge in Word: A Step-by-Step Guide

Mail merge is a powerful tool in Word that allows you to create personalized letters, envelopes, labels, and emails for multiple recipients all at once. Simply put, you can customize a single document with unique information for each recipient, saving you time and effort. Let’s dive into how you can use mail merge in Word to streamline your mass communication needs.

Step by Step Tutorial: How to Use Mail Merge in Word

Before we begin, it’s important to understand that the mail merge process involves two main components: your main document and your data source. The main document contains the text and formatting that’s consistent across all your documents, while the data source is typically an Excel spreadsheet, database, or contact list that contains the individual information you want to merge into your main document.

Step 1: Open Word and Set Up Your Main Document

Open a new Word document that you’ll use as your main document for the mail merge.

When setting up your main document, consider what kind of mail merge you’re doing. Are you creating a letter, an email, a set of labels, or something else? Get your main document ready with the layout and text that will be the same across all your merged documents.

Step 2: Select Recipients

Go to the ‘Mailings’ tab and click on ‘Select Recipients’ to choose your data source.

You can use an existing list, choose from your Outlook contacts, or type a new list. Make sure your data source is organized, with column headers for each piece of information you want to include in your merge (like First Name, Last Name, Address, etc.).

Step 3: Insert Merge Fields

Click ‘Insert Merge Field’ to add placeholders where you want individual data to appear.

Think of merge fields as placeholders for the unique information from your data source. For example, if you want to address each recipient by name, you’d insert a First Name merge field where you’d normally put the person’s name.

Step 4: Preview Your Merge

Use the ‘Preview Results’ button to see how your merged document will look with the actual data from your data source.

This step lets you catch any formatting issues or errors before you complete the merge. It’s always a good idea to go through several records to ensure everything looks right.

Step 5: Complete the Merge

Once you’re happy with your preview, click on ‘Finish & Merge’ to complete the process.

You can choose to edit individual documents, print them, or send them via email directly from Word. Your documents are now personalized and ready to go!

After completing these steps, your documents will be personalized with the information from your data source and ready for distribution. Whether you’re sending out a batch of invitations, creating name tags, or reaching out to customers with personalized offers, mail merge in Word makes the process a breeze.

Tips for Using Mail Merge in Word

Always double-check your data source for accuracy and completeness before starting the merge process.
Use the ‘Match Fields’ feature to make sure your data columns correspond with the correct merge fields in your document.
Consider using the ‘Ask’ and ‘If…Then…Else’ rules to add more customization and logic to your merge documents.
Save your main document as a template if you plan to perform similar mail merges in the future.
Test the merge with a small subset of your data before completing the entire merge to catch any potential issues early on.

Frequently Asked Questions

What is a data source in mail merge.

A data source is the file that contains the individual information you want to merge into your main document, like names, addresses, and other personalized details.

Can I use Google Sheets as a data source for mail merge in Word?

Yes, you can use Google Sheets as a data source. You’ll need to download the sheet as an Excel file and then use it in your mail merge.

How do I format numbers or dates in mail merge?

To format numbers or dates, adjust the formatting in your data source or use the ‘Format Field’ option in Word’s mail merge feature.

Can I merge images using mail merge in Word?

Yes, you can merge images by linking to the file paths in your data source and inserting an ‘IncludePicture’ field in your Word document.

Can I send personalized emails using mail merge?

Yes, you can send personalized emails by selecting the ‘Email Messages’ option in the ‘Finish & Merge’ menu and setting up your email details.

Open Word and set up your main document.
Select your recipients from an existing list, Outlook contacts, or a new list.
Insert merge fields into your main document.
Preview your merge to check for errors and formatting.
Complete the merge and distribute your personalized documents.

Mail merge in Word is a valuable feature for anyone looking to send out personalized communications to a group of people efficiently. By following the steps outlined in this article, you can create customized letters, labels, emails, and more, all with a few clicks. Remember to prepare your data source carefully, as the success of your merge heavily depends on the accuracy of the information you provide.

Whether you’re a small business owner reaching out to clients, a teacher communicating with students’ families, or an event organizer sending out invitations, mastering mail merge is a skill that will save you time and enhance your professional communication. If you’re new to this feature, take the time to experiment with a small data set before jumping into a larger project. With practice and attention to detail, you’ll be a mail merge whiz in no time.

If you have further questions or require more advanced mail merge techniques, plenty of online resources and tutorials are available to help you dive deeper. Happy merging!

Matt Jacobs has been working as an IT consultant for small businesses since receiving his Master’s degree in 2003. While he still does some consulting work, his primary focus now is on creating technology support content for SupportYourTech.com.

His work can be found on many websites and focuses on topics such as Microsoft Office, Apple devices, Android devices, Photoshop, and more.

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How to Use Mail Merge in Word

Do you have a long list of names and addresses that you need to send letters to? The Mail Merge process combines a Word document with a data source to quickly create letters that feel personal.

Mail Merge Definitions
Starting Document	(Main Document) A document that contains the information that is the same for each merged document. The starting document contains the field names for the variable information, like the names and addresses that will be inserted.
Data Source or Recipients List	A file that contains the information to be inserted into the main document during a mail merge. For example, it has records containing the names and addresses of the people a mail merge letter is sent to. Excel spreadsheets, Access databases, or Word document tables are good examples of data sources.
Field	A data category that stores a specific piece of information. For example, the field «LastName» would only contain people’s last names.
Record	A record is an entire set of data fields that relate to a single thing or person. For example, a single record would include a person’s first and last names, address, phone number, and date of birth.
Merge Field	A merge field is where you want to insert the information from a data source into a main document. Merge fields appear with chevrons (« ») around them. An example would be: Dear «FirstName».
Address Block	A group of merge fields that make up an address in a mail merge document. For example, a single address is made up of a name, street address, city, state, and zip code. Word can automatically insert all the appropriate address fields at once, so you don’t have to insert the five or six merge fields yourself.
Greeting Line	A group of merge fields that make up the greeting line of a mail merge document, such as “Dear Mr. McDonald”. Word can automatically insert all the appropriate greeting text, title, and name fields at once, so you don’t have to insert the text and required merge fields yourself.
Header Row	Data source information is stored in a table. The first row of the table is the header row and contains the field names for the data source. For example, FirstName, LastName, and Address are header rows.

Set up and Choose Document Type

To begin the mail merge process, you first need to choose what sort of document you want to create.

Click the Mailings tab.
Click the Start Mail Merge button.

The Mail Merge pane appears on the right, ready to walk you through the mail merge.

Select a type of document to create.

The Mail Merge wizard advances to the next step.

Select a Document

This next step is to select a starting document.

You can use the current document as the basis for the mail merge, or you can select a template or existing document instead.

The Mail Merge wizard moves on to step 3.

Select Recipients

Now, you will need to choose where you’ll get your list of addresses from. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list.

Select Use an existing list .

A data file of mail merge recipients can be in a database file, an Excel spreadsheet, another Word document, or other types of data files.

The Mail Merge Recipients dialog box displays the addresses that will be used. If you’re using an Excel spreadsheet as a data source, you may also be prompted to select a worksheet containing the addresses.

Make sure the right recipients are selected and click OK .

The Mail Merge wizard moves on to step 4.

Write Your Letter

After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document. The merge fields are placeholders in the document for unique information from the recipients list.

When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient.

Click where you want the information.

You can add merge fields from the wizard, or from the Write & Insert Fields group on the ribbon:

Address Block : This is a combination of fields to insert the names and addresses of recipients.
Greeting Line : This is a combination of fields to insert the recipient’s name in the greeting line.

Customize the placeholder.
(Optional) Repeat steps to add each merge field you want to include.

The Mail Merge wizard moves on to step 5.

Preview Your Mail Merge

Sometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names.

You can easily preview how the mail merge will appear before finishing the mail merge. This is encouraged to make sure the results appear as you want them to.

You can also use the arrow buttons in the Preview Results group on the ribbon.

Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific recipient.

The Mail Merge wizard moves on to the final step.

Complete the Merge

Once you’ve added the list of recipients and filled out a document with merge fields, the last step is to finish the merge by making a separate version of the document for each recipient.

There are a couple of different ways you can finish the mail merge:

Edit Individual Documents : Puts the results of the mail merge in a new document. You are free to edit the results of the mail merge and save and print them, just like any other document.
Print Documents : Merges records and sends them directly to the printer.

You can also click the Finish & Merge button on the ribbon and select a merge option there.

You’re also given the option to choose which records to merge. You can merge all the records in the list, only the currently displayed record, or specify a range.

Select the records you want to merge.

Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose.

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You can now listen to websites using chrome, bring back the weird: the 10 best strange pc cases, quick links, create a mail merge in word, other types of mail merge documents.

When you need to print letters or send emails to many customers, clients, or employees, you can do so quickly using a mail merge. With the mail merge wizard in Microsoft Word, you can set this up in just minutes.

A mail merge lets you compose the base of the message, insert the names, and create all the letters at one time . The nice part about Word's mail merge wizard is that you can use an existing list or create one on the fly. You can also customize various parts of the letter and use the merge for labels or envelopes in addition to emails and letters.

With the popularity of sending business emails , as opposed to physical letters, let's use an example of creating an email mail merge. Open a Microsoft Word document and compose your message.

When you finish your message and are ready to create the merge, go to the Mailings tab. Use the Start Mail Merge drop-down arrow to select "Step-by-Step Mail Merge Wizard."

Start Mail Merge for Wizard access in Word

You'll see a sidebar open on the right which walks you through the mail merge process. Mark the Email Messages option at the top and click "Next: Starting Document" at the bottom.

Next, choose the Use the Current Document option. If you do want to start fresh with a template or from a different document, choose that option instead.

Click "Next: Select Recipients" at the bottom of the sidebar.

Add the Recipients

Now you can select your recipient list or create one with the following options.

Related: How to Create Mailing Labels in Word from an Excel List

Use an Existing List : Pick this option and click "Browse" to locate your file. When it opens in Word, you'll see a box where you can refine your list if you like. Sort, filter, find duplicates, or validate the addresses. You can also use the checkboxes to select and deselect recipients.

Select From Outlook Contacts : Mark this option and click "Choose Contacts Folder" to pick the folder. You'll then see the contacts from that folder appear in a box just like above where you can refine your list.

Type a New List : Pick this option and then click "Create" to enter the recipients' details in the pop-up window. You can use any of the fields you like and customize the columns.

After you select your recipients, click "Next: Write Your Email Message" at the bottom of the sidebar.

Complete Your Message

You can then choose from the blocks you see to add the recipient details to your message.

Address Block : Place your cursor in the document where you want the address block. Then, choose a format for the recipient names, whether you want to include a company name or postal address, and other details about the location.

You'll see a preview of each recipient on the right and can use the arrows at the top to move through and review them. If something is missing, click "Match Fields" to correct this.

Click "OK" when you finish. You'll see the Address Block variable in your document in the location you selected.

Greeting Line : Place your cursor in the document where you want the greeting line. Select a salutation and format for the greeting line as well as a default for invalid recipient names. Preview each by using the arrows and box toward the bottom.

Click "OK" when you're done and you'll see the Greeting Line variable in your document.

Electronic Postage : If you have electronic postage software installed on your computer, select this option and follow the prompts.

More Items : To add more fields such as phone numbers or additional address lines, place your cursor in the document where you want the fields, choose this option, and complete the details. Click "Insert" or "Match Fields" to finish.

To remove any of the items you added, simply select the variable and delete it from the document.

Select "Next: Preview Your Email Messages" at the bottom of the sidebar.

Preview and Send the Emails

You'll then see a preview of the letter with the variables filled in with your recipients' details . Use the arrows in the sidebar to preview each message. To make changes to your recipients, select "Edit Recipient List" or to go back and edit the document, use the links for the steps at the bottom of the sidebar.

When you finish, click "Next: Complete the Merge" and then select "Electronic Mail" to complete the To, Subject Line, and Mail Format details. Optionally, you can send to only certain recipients. Click "OK" to send the emails via Outlook.

If you choose a different type of mail merge in Word, you'll see only slight variances with the wizard.

Letters and Directory : You can add the same details as with emails, but at the end you can print or edit the individual letters or send the directory to a new document.

Envelopes and Labels : You can pick from different options such as envelope size, label type, and font. Then, print your envelopes or labels .

You can create a mail merge in Microsoft Word from scratch for emails, letters, envelopes, or labels using the Mailings tab. But for the easiest way to set up a merge in Word, check out the mail merge wizard.

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Microsoft Word

Mail Merge: A New, Helpful How-To Guide for Gmail, Word, and More

Last Updated on January 11th, 2024

Mail merge is an antiquated term. Let’s just put that out there to start. The term dates back to when people would use software to print out “personalized” form letter templates and mailing labels.

But it’s the best term we’ve got — even as mail merging has gone fully digital.

Because, yes, you can mail merge with all your favorite email, word processing, and spreadsheet software.

You just have to know how.

In this article, I’m going to give a brief overview of how to create mail merges with all of the most popular apps (namely, Microsoft Office and Google Workspace/Gmail).

I’m also going to (hopefully) answer any lingering questions you might have about running your own mail merges.

(Also: Note that our blog has several related articles available where we’ve done deep dives into the merge process with different apps. I’ve linked to those throughout this guide.)

Mail Merge: Table of Contents

What is mail merge, how to mail merge in gmail, how to mail merge in google docs, how to mail merge in microsoft word, how to mail merge in outlook, mail merge faq: answers to your questions, mail merge: which should you choose.

A mail merge lets you create personalized messages, documents, labels, and more that are automatically customized on a recipient-by-recipient basis. This spares you the trouble of manually personalizing each document yourself.

What types of document can you create using mail merge?

You can use mail merges to create personalized messages automatically for:

Cold emails .
Marketing emails.
Newsletters .
Corresponding with job seekers .
Custom promotions.
Sending invitations .
Form letters, labels, envelopes, and other printed items.

Note: A form letter is a template file used to create mass letters. Instead of typing a letter for each recipient, you can use a form letter to make quick, unique, personalized letters for each person.

Essentially, if there’s a document you need to personalize at scale, mail merges can take care of that for you.

Why would you use mail merge?

Mail merge is far better than CCing (or BCCing) a bunch of people on an email.

With mail merge, you can send personalized messages that are proven to get better engagement than generic mass emails. (After all, personalization and relevancy are essential for email success.)

Using mail merge also saves a ton of time over manually customizing anything, from emails to documents; once you use it, you’ll wonder why you ever tried to do the process by hand.

How to do a mail merge

There are two documents that are essential to running a merge: A template file and a data source .

Your mail merge template is an email or document that uses specific merge tags or merge fields as placeholders for where your data will go.

Your software will then insert the relevant info into each mail merge field for each email message, mailing labels, or any other merge document.

And the software gets that info from your data file , often a spreadsheet (but sometimes a database or customer relationship management platform).

For instance, if you have a column in your Google Sheet data file called FName , anywhere your merge software sees the {FName} field in your email message it will insert the recipient’s first name. Then it will create another email for the next recipient (with their first name inserted) and on and on.

While I don’t have hard data to back this up, I’d feel confident saying the most common mail merge use case today is someone sending personalized emails through Gmail/Google Workspace .

Fortunately, Gmail also has the most robust mail merge options out there.

There are a few different methods you can use for a Gmail mail merge , which we cover at extended length in that linked article.

In brief, the three options are:

Sending mail merges from inside Gmail using a Chrome extension like GMass.
Sending mail merges through Gmail from inside a Google Sheet , using a Google Workspace Marketplace add-on.
Using Gmail’s comically limited built-in mail merge feature . (It’s free for a reason.)

I’m going to give you the walkthrough of using GMass to send your Gmail mail merge.

One, you’re reading this on GMass, so we really know every possible nuance of what it takes to send a high-quality mail merge. But two, the other options for mail merges in Gmail are much more flawed.

We see it on (literally) a daily basis: Someone tries one of the other methods, gives up, comes to GMass, and leaves a 5-star review two days later.

A quick step-by-step overview of doing a Gmail mail merge

Create your data file in a Google Sheets spreadsheet. (GMass has a native Google Sheets mail merge integration.)

The first row of your sheet will become the names of your merge fields ; each column header corresponds to a different field.

Once your sheet is ready, head over to Gmail.

Make sure you have the GMass Chrome extension installed. (If you don’t, it takes about 30 seconds. Here’s our quickstart guide if you need.)

Now open a Gmail compose window , just like you would if you were typing a regular email.

Click the GMass icon in the To field, then connect your Google Sheet of contacts .

You can now compose your email. Type a left curly brace { to bring up your list of merge fields; there’s no long, complicated “insert field” process here.

You can use the GMass settings box for all sorts of other features, including tracking , auto follow-ups , setting the sending speed, scheduling , A/B testing , quick polls , and dozens of others.

When you’re ready to send a personalized email to everyone in your Google Sheet, click the red GMass button to send.

Pros and cons of a Gmail mail merge

I’m well aware of how self-serving it’s going to sound but, again, GMass really is the best way to send your mail merge emails. (300,000+ people who’ve left nearly 8,000 reviews averaging 4.8/5 over our eight years agree.)

Some of the pros are:

A native integration between Google Sheets and Gmail.
Send your campaigns from right inside Gmail .
Easy mail merge personalization .
Advanced mail merge personalization , including images , attachments , and much more.
Fallback values and conditional formatting .
Quick A/B testing and auto follow-ups , all from the settings box.
GMass can help you break Gmail’s sending limits (including inbox rotation options).
Automated recurring campaigns when you add new contacts to your linked Google Sheet.
Advanced analytics , including tracking on opens, clicks, replies, and more.
99% of users report the best deliverability they’ve ever had; hit the inbox and not the spam folder.

So what are the cons? Well, GMass isn’t free. If you’re, say, sending 10 emails one time where you want to mail merge in people’s first names, a paid GMass subscription might be overkill. (Then again, when you try to do it using Google’s free option…..)

But GMass is reasonably priced — in fact, we’re the least expensive cold email software out there — so it’s at least worth trying to see everything it can do to charge up your Gmail mail merges.

In general, Google products work better for mail merges than Microsoft products.

Except if you want to create a template document in Google Docs to create mailing labels or other printed docs.

In that case, the Word document merge is far superior to the Google Docs merge.

The main reason: Unlike Word, Google Docs does not have a native mail merge function . So you’ll need to bring in a third-party Google Workspace add-on.

A quick step-by-step overview of doing a Google Docs mail merge

I always recommend starting with a data file rather than a mail merge template; this is no exception.

Create a new Google Sheet with the data you want to merge. The first row of the spreadsheet should be the headers you’ll use in your merge; each header becomes a field.

Now, in Google Docs, create your merge document. Depending on your add-on of choice, the merge field tags will use different syntax. In this screenshot, I’m using Autocrat , and it uses double carats.

Once your document is done, head back to Sheets. You can install Autocrat (or your other mail merge plugin of choice) from the Add-ons menu.

Now connect your Docs file with your Sheet in the document (much like you did with an Excel workbook, make sure you’re on the right sheet in your workbook). Match up each field in your Doc with the correct column in the spreadsheet.

Then hit the “ start mail merge ” button in your add-on. That will produce each merged document in your Google Drive.

Check out our complete guide to the mail merge Google Docs process for even more screenshots and helpful details.

Pros and cons of Google Docs mail merges

Again, there aren’t many pros of doing a Google Docs mail merge — unless you operate completely out of the Google Workspace suite. In that case, yes, grab an add-on and run your merges.

I didn’t even get into using Google Docs to create mail merge emails. That’s because it won’t get involved in the process.

We can go directly from a Google Sheet to Gmail without needing the extra step in the middle of using Docs. (This differs from the Microsoft Office process, where an Outlook merge requires using both an Excel spreadsheet and a Word document.)

A quick step-by-step overview of doing a Word mail merge

To run a mail merge in MS Word, first up: You’ll need an Excel file to use as your data file .

Create a new Excel spreadsheet and use the first row as your line of headers. Each column header will correspond to a mail merge field.

Now head over to Microsoft Word and create a new Word document.

There’s a whole tab in Word around mail merging: the Mailings tab.

Click to open the Mailings heading, then you can choose what type of merge you want to create : letters, email messages, envelopes, labels, or a directory.

Since this is your first time, you may just want to use Word’s built-in mail merge wizard to walk you through the process.

Either way, you’ll need to use the Select Recipients option to find your list (in this case, your Excel file), then select the correct spreadsheet in the Excel Workbook.

Now you can insert field names from the sheet into your template document either manually (with the format «FieldName») or via the mail merge wizard or Mailings tab. You can also include things like a greeting line, an address block (good for mailing labels), or any other mail merge field.

Once you’re done you can preview your merged document (whether it’s a form letter, mailing labels, or personalized email) in the Mailings tab bar. Then choose Finish & Merge to generate your individual, custom documents.

We have a complete step-by-step walkthrough of how to mail merge Word from Excel available if you need.

Pros and cons of Microsoft Word mail merges

MS Word is a solid choice if you’re looking to create physical mail merge documents, like address labels or a form letter.

There are also add-ons, like the Mail Merge Toolkit for Word , which allow you do to even more with personalization. (It also allows you to send different attachments to each recipient, which isn’t possible normally.)

It’s less ideal if you’re trying to send bulk emails .

Basically, when you use an Excel Spreadsheet → Word document → email software (Microsoft Outlook, Gmail, the rest) chain, you’re adding unnecessary steps — steps where things can go wrong.

You’ll need to manually set up the connection between Word and either Outlook or Gmail , which is less intuitive than native options.

Let’s make one important distinction clear off the bat: It’s hard to run a mail merge in Microsoft Outlook. (Or Outlook 365.)

You can’t just connect an Excel file data source to Outlook; it doesn’t have a native mail merge feature. You’ll need to add an intermediary step and get Word involved .

But if you’re a Microsoft Outlook user and you want to send mail merge emails, here’s your step by step mail guide.

A quick step-by-step overview of doing an Outlook mail merge

Much like I described in the Word instructions, go to Microsoft Excel and create an Excel spreadsheet. (Or import a CSV, if that’s where you’ve got the email addresses for your mass email.)

The first row should, again, be your column header for each merge field.

Now head over to Microsoft Word and create the email message in your main document. Use the Insert field option in the Mailings tab to insert merge field names in the proper spots. (Again, if needed, you can use Word’s mail merge wizard here.)

Once you’re ready to start sending your personalized mass emails, go to the Select Recipients menu.

You should select your Excel spreadsheet here; however, you do have the chance to select a recipient list from your Outlook contacts. (Unfortunately, the Outlook contacts route is less ideal than the Excel spreadsheet, since you will unexpectedly run into missing fields a lot .)

Once you’re connected, you can preview the results in your Word document. If all looks good, you can go ahead and choose to start mail merge .

In the Finish & Merge menu, choose Send Email Messages… from the dropdown. Choose your data file header for email addresses, then set the subject line and other options.

It’s finally time to head over to Outlook.

Click the Outbox folder and you’ll see your personalized mass emails there.

Take a look at them, then click the Send/Receive All Folders button to send your merged emails.

Here’s our full guide to step by step mail merges in Outlook if you want more granular detail or a more robust walkthrough.

Pros and cons of Microsoft Outlook mail merges

As I said at the beginning of this section… unfortunately, there aren’t many pros of sending personalized mass emails through Outlook .

The process requires three different Microsoft Office apps , which is cumbersome. You can’t even pull this off in the Outlook web app; you’ll need either a paid Office 365 subscription or the full version of Outlook on your desktop.

Also, there are a lot of features missing . The Mail Merge Toolkit add-on can help with some, but not all, of your personalization needs. And there’s no way to do things like tracking your merges, sending automated follow-ups, throttling your sending speed, or anything else that experienced emails take for granted.

So what are the pros? If you live inside the Office suite and want to keep everything there, this is the mail merge email process for you.

However, if you’re just doing this to send through Outlook, there are ways to do that with a Gmail alias that will allow you to use much more robust software in a much less Byzantine process.

What are the advantages and disadvantages of email mail merge?

Mail merge for your email marketing or cold emailing has several strong advantages, such as:

Personalization: Mail merge personalization makes your form letter sound like individual correspondence, so it’s more likely to be read.
Saves time: Once you set up your mail merge template, it takes relatively little time to create a large number of personalized messages because it’s tied to your Excel data — the single spreadsheet where all personalized information is kept.
Controls the appearance of your message: A mail merge template lets you manage how the type and images look, so your email is attractive even where the personalized content is different.
Allows for testing: You can quickly adapt a template to create two versions of the message for A/B testing. This way, you can effortlessly know what version of your message works best.

On the other hand, a mail merge also has some disadvantages for email campaigns:

May require additional software: To go beyond the features of Microsoft Word, you may need email merge software, like GMass, with advanced features to automate data collection or add conditional formatting .
Requires accuracy: If your Microsoft Excel database is incomplete, inaccurate, out of date, or saved under a new name, then mail merge may not work.
Risk of error: If you make a mistake in your mail merge template or personalization data, that error will get reproduced on all the emails that use those elements. As a result, it’s essential to allow time to test your email before sending it to your entire list.

Can you perform an email merge with an attachment?

When you’re using Word, you don’t have the option to include an attachment with a standard mail merge message, but you can if you use the Mail Merge Toolkit add-in for Microsoft Office.

However, if you’re after a better solution, use a purpose-built mail merge platform like GMass that not only lets you include an attachment but even allows you to choose different attachments for each recipient .

Can you send a mail merge from a shared mailbox?

If you want to send a mail merge from a shared mailbox (such as from an email address named for a department, company, or event instead of a person), you can arrange it in Outlook.

Start by finding the “Other User’s Folder” and open it to navigate to the shared mailbox. Associate that mailbox with the spreadsheet that contains your recipients’ data and prepare the mail merge as usual.

How do you do a mail merge in Word for labels?

One of the coolest features of MS Word’s mail merge functionality is the ability to drive printed labels with placement designed in Word and data-driven by your personalization data sheet.

If you know how to do a letter or email mail merge in Word, labels are very easy.

Under the Mailings tab in Word, click the Start Mail Merge selection and then the Step-by-Step Mail Merge Wizard . Choose Label as your template document type, and under Label Options , select a label manufacturer and style number (for example, Avery 5160, etc.).

From there, follow the wizard’s prompts.

How do you do a mail merge with Outlook?

To create an Outlook mail merge, you’ll need to use Microsoft Word, Excel, and Outlook.

Starting in Word, choose the Mailings menu, then Start Email Merge , and then Email Messages .

When your message is ready, click Select Recipients to link to the Excel spreadsheet with your data. Then, select Finish & Merge to send your email to your list using Outlook.

What is extended mail merge?

If you’re a Salesforce user, you have two options for mail merge — standard and extended.

Standard mail merge is the preferred approach for those with specific CRM software and operating systems, such as Luminate CRM and Windows 10.

Extended mail merge is a mail merge tool for all other Salesforce users. Although the tools are different, the results are the same — personalized emails to recipients listed in Salesforce.

Mail merge is a powerful and underutilized technique to create personalized emails, documents, and printings at scale .

You can run mail merges with Microsoft Office and Google Workspace — however, different platforms excel at different types of merges.

If you want to send mail merge emails, Gmail is far superior to Outlook. The best option is using a third-party option, like GMass, to turn Gmail into a fully-functional mail merging email platform.

If you want to create printed mail merge items, like envelopes or mailing labels, Microsoft Word will work better than Google Docs. Word has a built-in merge feature that excels at printed items. (It’s much less useful for emails, though.)

Ready to get started?

You can download the GMass Chrome extension from the Chrome Web Store and get set up on a free trial in a matter of seconds. Join the 300,000+ others who are sending out personalized mass emails and other mail merge campaigns effortlessly and without a learning curve.

Ajay is the founder of GMass and has been developing email sending software for 20 years.

Hi – will the recipients of an email from GMass merge see that they are part of a mass mail? E.g. if someone hits Reply All instead of Reply, will all email addresses in that mail out show up in their To field? Thanks

the answers are interesting & amazing! :-@

thanks for the answers.

You didn’t mention earlier that it will not permit more than 50 emails. I just wasted three hours of the day learning to set up and ending up missing my deadline. Dishonest folks.

can we do mail merge with multiple email ids? I mean I have 5 email accounts and I need to send emails to 50 users in a way that 10 users receive email from one mail id. Can we do this? I have India.support, usa.support, uk.support, ksa.support, uae.support and I need to send introduction email to users from respective countries. Is there anyway I can do that? All 5 email ids are configured in my outlook.

Super service to convert non-digital format to digital

I want to access my email that is [email protected] in googlemail.com

Transform your Gmail account into an email marketing powerhouse

GMass is easy to learn and easy to use — but brings unbelievable email power into Gmail

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How to Use Mail Merge in Word to Create Letters, Labels, and Envelopes

Mail merge is a Microsoft Word feature that helps you streamline creating personalized letters, labels, envelopes, emails, and a directory. Since mail merge is not among the most commonly used MS Word features, some users might not know how to do a mail merge in Word to create letters, labels, and envelopes.

If you’re trying to save time spent on manually personalizing each letter, label, or other documents, mail merge can come in handy. Even if you’ve never tried to create a mail merge letter, the process is pretty straightforward, and we walk you through each step below.

How to Create Mail Merge Letters

Microsoft Word has a wizard that walks you through creating mail merge letters. The wizard will ask for the letter you’d like to use and the recipients of the letter along the way, so make sure you have a list of recipients ready to insert. If you don’t, no biggie, you can always add a list of recipients manually.

Open a Word document and type out your message. Leave out the personalized elements (for instance, title, name, city, etc.). For now, you could just leave a blank space for where you want to insert these elements, like so:

When your template is ready, select Mailings > Start Mail Merge > Step-by-Step Mail Merge Wizard from the top ribbon.

How to Create Mail Merge Letters image 2

A new pane will appear along the right border of your MS Word window. This is the wizard that will walk you through the process. As a first step, you’ll need to select the type of document you’re working on. Select Letters and choose Next: Starting document .

How to Create Mail Merge Letters image 3

You’ll need to choose the document you want to use for mail merge in the next. If you’ve already typed in some content for your letter, select Use the current document . If you want to use a ready-to-use template, select Start from a template. When you’ve chosen a starting document, click on Select recipients .

How to Create Mail Merge Letters image 4

The next step is to select recipients. Assuming you have an Excel sheet populated with the recipient data, you can import the data by selecting the Use an existing file option and selecting Browse from the subsequent section.

Navigate to the sheet containing the list of recipients using the explorer, select the sheet and select Open .

How to Create Mail Merge Letters image 5

When you select the sheet, you’ll see the Select Table window. Select the relevant table(s). Be sure to check the box beside the text First row of data contains column headers if that’s true for your data, and select OK .

How to Create Mail Merge Letters image 6

Next, you’ll see the list of recipients that Word will use in your merge. If everything looks good, select OK .

When you’ve added the Excel sheet, select Next: Write your letter .

How to Create Mail Merge Letters image 7

You’re now ready to add placeholders in your letter. Bring your cursor to where you want to add the placeholder and select More items from the mail merge pane.

How to Create Mail Merge Letters image 8

The Insert Merge Field dialog box will open from where you can select the relevant placeholder and select Insert to add it to your letter.

How to Create Mail Merge Letters image 9

When you’ve inserted all merge fields, select Next: Preview your letters .

How to Create Mail Merge Letters image 10

This will show you a preview of all letters generated with mail merge. You can use arrow buttons in the mail merge pane to switch the preview of letters.

How to Create Mail Merge Letters image 11

Select Next: Complete the merge . In the subsequent step, select either Print (if you want to print all letters) or Edit individual letters > All (if you’re going to merge the letters into a single document).

How to Create Mail Merge Letters image 12

How to Create Mail Merge Labels

It’s always a good idea to compile your mailing list tidily in an Excel sheet so you don’t feel dizzy when you need someone’s mailing details. However, if you want to print the labels, your Excel sheet compilation won’t cut it. Instead, you’ll need to create mail merge labels on MS Word.

If you already have an Excel sheet with mailing details, you can skip over to the next step. If not, organize your mailing list on an Excel sheet. Add some headers (First Name, Last Name, Address, etc.) and get your list sorted.
Switch over to MS Word. Use the wizard for creating labels. Open a blank document and select Mailings > Select Mail Merge > Step-by-Step Mail Merge Wizard .

Select Labels and then Next: Starting document .

On the next screen, select Change document layout . Next, select Label options to set your product number and label brand.

Once you select OK , you’ll see the labels outlined on your document. If you don’t, go to Table Design > Borders and select View Gridlines.

Go back to the Mailings tab in MS Word and select Select Recipients > Use an Existing List.

Navigate to the Excel file containing the mail list. Select the file and select Open .

You’ll see the Select Table window. If you have multiple sheets in your workbook, you’ll see more than one item here. Select the one that contains your mailing list. Check the box besides the text First row of data contains column headers, and select OK .

MS Word imports the mailing list. Select Address Block . Look at the preview on the right.

If it doesn’t look like how you want it, select Match Fields. Make sure that all details correspond to an appropriate header from your worksheet and select OK .

Look at the preview again. If it looks good, select OK .

You’ll now see <<AddressBlock>> in the label. Go to Mailings > Update Labels to add <<AddressBlock>> to all labels.

How to Create Mail Merge Labels image 10

The labels are now ready to be merged. Go to Mailings > Finish & Merge > Edit Individual Documents .

How to Create Mail Merge Labels image 11

You’ll see a small window pop up. Select All and then OK .

You’ll now see all your labels merged.

How to Create Mail Merge Labels image 12

How to Create Mail Merge Envelopes

Creating mail merge envelopes is mostly the same as that for labels, but with a few tweaks.

Again, click on Mailings > Start Mail Merge > Step-by-Step Mail Merge Wizard , but this time, select Envelopes and then select Next: Starting document from the bottom.

How to Create Mail Merge Envelopes image

You’ll be asked to select a starting document. Select Envelope options to select envelope size and position of the delivery/return address (refer to next step), and select Next: Select recipients .

How to Create Mail Merge Envelopes image 2

When you select Envelope options , you’ll see a small window pop up. Select your preferred envelope size and select the font and the placement for delivery and return address.

How to Create Mail Merge Envelopes image 3

The next step in the wizard is to select recipients. Select Use an existing list (assuming you already have an Excel sheet containing the recipient data), and select Browse to look for the file . Select the relevant file and click on Next: Arrange your envelope .

How to Create Mail Merge Envelopes image 4

On your next screen, select Address block , look at the preview to ensure it looks like you want it to, and select OK .

How to Create Mail Merge Envelopes image 5

You’ll now see <<AddressBlock>> appear on the envelope.

Select Next: Preview your envelopes . You’ll see the same preview you saw in the previous step but on your document. You can use the arrow buttons in the wizard pane to switch between envelopes.

How to Create Mail Merge Envelopes image 6

Your envelopes are now ready to be merged. Select Next: Complete the merge .

On the following screen, you’ll see an option to Edit individual envelopes . Select it, select All to merge all records, and select OK .

How to Create Mail Merge Envelopes image 7

You’ll now see all envelopes merged into a single document.

How to Create Mail Merge Envelopes image 8

Bulk Printing and Emails Made Easy

Using mail merge can save you a ton of time you’d otherwise spend customizing your letters, labels, or envelopes. That’s not all you can do with MS Word, though. You can also create greeting cards , booklets , and index cards.

Mail merge has been around for a while, but if you’re looking to make your processes efficient, Microsoft Office 2019 introduced some neat features you may want to look at.

Arjun is a freelance writer based in India. After working as an equity research analyst, Arjun decided to do something that he has been passionate about – tech. He gets excited talking about and explaining how to solve everyday tech problems. His area of expertise is Windows and is a go-to for all things Excel. Read Arjun's Full Bio

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Mail Merge: Custom Attachments, Subjects, BCC/CC (Word, Excel, Outlook)

Post published: 11/04/2024
Post comments: 2 Comments

In this video, I’ll walk you step-by-step through the process of setting up a mail merge using Word, Excel, and Outlook. You’ll learn:

➡️How to structure your Excel spreadsheet for seamless mail merge ➡️Crafting a Word template with merge fields ➡️Adding personalized attachments to each email ➡️Customizing subject lines for maximum open rates ➡️Strategic use of BCC and CC

Download Mail Merge Add-in: https://mergetoolsaddin.com/

Whether you’re sending invoices, newsletters, or targeted communications, this mail merge guide is your time-saving solution. source

What you need to know about your windows product key, how to mirror your android screen to pc for free, how to check if someone is remotely accessing your computer, this post has 2 comments.

Where do you find the startup location when working on Mac? I can select Startup, but then it lets me choose which location I want to open in my documents.

Thank you for your classes proffessor❤❤❤

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How to do a mail merge using Microsoft Word and Excel to quickly create personalized templates for imported data

You can do a mail merge in Microsoft Word and Excel to create personalized documents for many recipients at once.
You can import an Excel data table into Word to customize your template with names and addresses.
Mail merge helps you quickly create auto-personalized letters, envelopes, labels, and more.

It's surprisingly easy to set up a mail merge, which lets you create seemingly personalized communication for a large number of recipients without creating each message by hand.

To mail merge a document — like a letter, envelope, printing label, or email — all you need is Microsoft Word and Excel , plus all the names and addresses you want to merge.

What is a mail merge?

The mail merge is made of two parts. First, you'll need the data file in Excel. This is simply a table that includes the information you want to merge — usually names and addresses, though you can merge data about anything.

In addition, you'll create a mail merge template in Word — this is a document that includes the boilerplate text you want to be the same for every recipient as well as the placeholder for the data that Word will insert from the Excel data file.

How to do a mail merge in Word and Excel

1. Start Excel and open a blank workbook.

2. You need to import or enter the data you plan to use, and how you do this depends on how the data currently exists. For example, if you have a large number of addresses stored in a CSV file, import it into this Excel file. Click the "Data" tab in the ribbon and choose "Get Data," then "From File," and finally "From Text/CSV." The data might also already be in an Excel spreadsheet, in an Access database, or you might need to type it into Excel from scratch. Whatever method you need to use, get it into the spreadsheet.

3. If the data doesn't already have a header row, add one now (you can right-click Row 1 at the far left and choose "Insert" from the menu). Label the header so you know what each column contains. Word will also use this row to import your data correctly.

4. You might need to change the formatting of some columns. For example, if the Zip Code column is formatted for numbers, zips with leading zeros will appear without the zero as a four-digit number. To fix that, click the column header to select the entire column. Then click the "Home" tab and click "General" in the Number section of the ribbon. Select "Text" from the menu.

5. Save the spreadsheet. You can save it anywhere, but you'll be able to find it more easily in Word if you save it in the "Documents\My Data Sources" folder.

6. Open Microsoft Word. Open a new, blank document and then create the boilerplate, common text you want to include in every mail merged document.

7. Position the cursor at the top left of the page, where you want the recipient's name and address to appear.

8. Click the "Mailings" tab in the ribbon and then click "Start Mail Merge." In the drop-down menu, choose "Letters" or whatever other template you want to use. For this example, we'll make a letter, but you can use this process for any kind of document. You shouldn't see any change in the document.

9. Click "Select Recipients," and in the drop-down, choose "Use an Existing List…"

10. Find the Excel spreadsheet you created and select it. If you saved it in the "My Data Sources" folder, it should be in the default location for mail merges.

11. In the "Select Table" dialog, choose the sheet that contains your data table. If you created a new spreadsheet for this purpose, there will only be one. Make sure to check the box for "First row of data contains column headers." Then, click "OK."

12. In the "Write & Insert Fields" section of the ribbon, click "Address Block."

13. In the "Insert Address Block" dialog box, choose the style you want to use to insert the data – you should see the first entry in the data table as an example.

14. If you don't see all the fields you expected, you need to match fields from the spreadsheet with the mail merge feature in Word. Click "Match Fields…" and then choose the field names from the spreadsheet to fill in the blanks. Word usually does a good job of guessing, but it's not unusual to have to edit your mail merge fields. When you're done, click "OK" and then "OK" again.

15. You should now see a mail merge placeholder in the document.

16. To preview your document, click "Preview Results" in the Preview Results section of the ribbon. Use the forward and back arrows to see how each data entry looks in your document. You can use this to make sure there are no embarrassing data entry or conversion errors.

17. When you're ready, click "Finish & Merge," and choose how you want to complete the document, such as via printing or email.

18. You can save this Word document to reuse it again in the future.

Main content

How to Mail Merge from Excel to Word: Step-by-Step (2024)

Mail Merge is one powerful feature that helps you create mass letters or email messages while keeping them personalized for each recipient 😀

By using a combination of Microsoft Excel and Word, you’ll be able to create personalized letters and email messages in a snap.

This is a real-time saver and one of the best options for using expensive email platforms to send emails to a large list 📧

Let’s get started!

Before you scroll down, make sure to download the free practice workbook we’ve prepared for you to work on.

Table of Contents

Prepare recipient list

Write the email message in word, start the mail merge, change placeholders, send the mail, mail merge from excel to word.

As its name denotes, Mail Merge enables you to quickly create personalized documents like letters, emails, or mailing labels in Microsoft Word by merging the data that you already have in your Microsoft Excel spreadsheet 😊

It will save you time and effort since you don’t have to retype the content over and over and have to edit individual documents for different recipients.

Let’s say that you want to send Christmas email greetings to all your friends and relatives🎄

Instead of sending them one generic email, you can add their names to make it more personalized and special.

Don’t you just love how it feels when the messages you’ve received are directed and made for you?

That’s possible using Mail Merge!

Let’s send a Christmas greeting using the Mail merge feature 😀

The first thing to do is to prepare a recipient list by creating an Excel spreadsheet that contains information about some of your friends you want to send the email messages.

You can also use the made-up data file in your free practice workbook.

The spreadsheet contains the following information:

Remember that this information will get connected to a Word document. This recipient list will be where Microsoft Word pulls the recipient details for your email messages.

So, you need to make sure that you have all the information you want to include in your spreadsheet.

Below are some important notes on how to prepare your recipient list ✍

Make sure to write the column headers (First name, Last name, etc…) on the first row of your Excel spreadsheet to avoid any problems.
Your Excel spreadsheet should have one row for each recipient.
Make sure to convert any columns with numbers to a numeric format.

The only column with numbers ins our Excel spreadsheet is the Zip.

Before you proceed, check the information again to see that they’re accurate. Do not leave blank cells or empty rows as this might mislead Microsoft Word later on 👍

Once it’s ready, save your Excel workbook.

After creating the Excel spreadsheet, let’s proceed to create a Christmas message on Microsoft Word.

Open a new Microsoft Word document and type a short message like this.

That’s it!

During this process, you don’t need to worry about the placeholders. Just focus on writing the best message for your recipients😊

Now that our data in the Excel spreadsheet and message in the Word document are ready, we can start the mail merge process.

It’s a little tricky but you don’t need to worry. Let’s take things one step at a time.

In our Word file, go to the Mailings Tab.
Click “ Start Mail Merge “

A drop-down menu appears where you will see Mail Merge options like Letters, Email messages, Envelopes, and more.

Select “ E-mail Messages “

The next step is to connect the Excel spreadsheet you created earlier with the Word document. To do that…

Click “ Select Recipients “
As the drop-down menu appears, select “ Use an Existing List …”

This time, you will be asked to select the Data source.

Select the Excel file where you want Word to extract the recipient list.

After selecting the Excel source file, you will be asked to select a table. This means that you will select the sheet in your excel document that contains your Excel mailing list.

Select a Table. Click the “Mail Info” sheet.

Wow! That was a lot of work

But we are not done yet 😅

You need to manage the recipient list to check the data. In this way, you can also add or remove anyone from the recipient list.

Click on the “ Edit Recipient List ” button.

The Mail Merge Recipients dialog box will appear. This is the list of recipients that will be used in your merge. Use the checkboxes to add or remove recipients from the mail merge.

Add or remove mail merge recipients by ticking the checkboxes.

When your list is finally ready,

Good job, you’ve done the mail merge process 🥳

You have now merged your Excel mailing lists with your Word document.

Now, it’s time to add the placeholders. Placeholders are mail merge fields that define where you want a value that will be defined later.

You can use the information we created earlier in the Excel spreadsheet.

Add Placeholders

The information you entered on your Excel spreadsheet can now be used in your message.

For example, to make this email message more personal, you can add a greeting line before the content of your message 👋

Before adding anything, you need to decide where you want to place something in the message.

Since we wanted to add a greeting line, this means that the place of the greeting is before the content of the message.

Let’s try adding “Hey (first name)” to the message 😊

Select where you want to insert the greeting line.
Click the Greeting Line button in the Write and Insert Fields group of the Mailings tab.

The Insert Greeting line dialog box appears so you can customize the greeting line format.

Customize the Greeting Line format. You can type “Hey” and then add a space. You can also customize the name format and punctuation. You can see its preview below.

This is what appears in your message 👇

Add an Address Block

If you’re writing a mail, adding an Address is a must!

Although our example is an email, let’s try adding an address to it like in a mail.

There are two ways to add an address. You can insert an Address Block or Insert Merge Field for the Address.

Here’s how to add an Address Block 👇

Like earlier, you have to indicate first where to put the placeholder. In this case, let’s put it before the greeting line.
Click the “ Address block ” button.

The Insert Address Block dialog box appears so you can customize the address block format.

Uncheck the first checkbox because we won’t be including the recipient’s name in the address block format.

This is the result.

Alternatively, you can add an address using the Insert Merge Field button 👇

Select where you want to place the merge field.
Click Insert Merge Field in the Write & Insert Fields group.
Select Address.

This will only merge the Address data from the Excel source file not including the Zip Code.

Changing placeholders means changing the merge fields. If you want to edit the merge fields, you can do the steps below.

Right-click on the merge field.
Select Edit Field .

The Field dialog box pops up and you can edit the field format. But where you really want to go is the Field Codes button.

Click the “ Field Codes ” button.

In the Advanced Field options, delete the current Field Name and type in the new one.

Type code “ First_Name ” for example.

Now, you have changed the merge fields 😀

You can change fields according to what you want.

Here’s how the Word document looks now.

If you would like to preview the results, simply click “ Preview Results ” and go through the different versions of your message.

Once you’re satisfied with everything, you can now finish the merge 👍

Click on the “Finish & Merge” button

You can either Edit individual documents, print documents, or Send Email messages.

Select the desired action.

That’s it – Now what?

Great work! Using mail merge may be confusing and requires a little bit of work but it’s really simple and saves you a lot of work and time 🎉

All you have to do is to create a spreadsheet file and a template file and start the merge. You can have multiple documents addressed to specific recipients in no time.

If you want to do tons of tasks with only a few clicks like this Mail Merge feature, then your next step is to learn the basics of Excel’s mighty macros 🚀

Join my free online email course where you learn 3 short and beginner-friendly lessons on how to record and edit a macro, the basics of the VBA editor, and how to write your first macro – from scratch!

I promise you, it’s easier than you think 😊

Other resources

If you want more Microsoft Excel-Word crossovers like the Mail Merge feature, then our article: How to Insert Excel Data into Word Like Tables, Files, and Spreadsheets is for you. Learn how to insert excel data to your word documents like a pro when you read it here .

Do you need to learn how to set up a data table first? Learn it in 60 seconds (or less)! Read more to learn your way around Excel tables with this link !

I hope this read was helpful 😀

Module 15: Integration

Assignment: create mail merge letters.

For this assignment, you will create a Word document that is mail merged with an Access customer contact table. Mail Merge can be used to create bulk labels, letters, envelopes, and emails. You will be creating letters to send with the newsletter you previously edited . Follow the directions below, then submit your assignment. If you get stuck on a step, review this module and ask your classmates for help in the discussion forum.

You have been tasked with mailing the newsletter you previously created to customers of Rowan Retail. In order to accomplish this task, you need to merge the customer contact information in the Access file with a Word document in order to make mailing labels. Follow these steps to accomplish the task.

The first step is to download the customer contact Access file and save it to the Rowan folder on your desktop.
Open Word and create a new document by clicking on the Blank document option in the window.
Save the document by using Save As and rename the document to BA132_LastName_MailMerge.docx , replacing “LastName” with your own last name. (Example: BA132_Hywater_MailMerge)

A blank Microsoft Word document is open. There are three green arrows on the document, the first arrow shows that the mailings tab in the ribbon menu has been selected. The second arrow is pointing at the start mail merge button and the third is pointing at the step by step mail merge wizard button.

Paste the following text to serve as the body of your letter. Enclosed is the quarterly newsletter for Rowan Retail. Please enjoy the information therein and pay special attention to the dates for the special sales this summer. If you have any questions or concerns, please contact us as soon as possible.

A Microsoft Word document is open. A mail merge menu has opened to the right of the document. There are two green boxes highlighting the page, one is showing where the content of the letter goes and the other shows where the save button is in Microsoft Word. A green arrow points to the next: preview your letters option.

For this assignment don’t make any edits to individual letters and continue to the final step.

A Microsoft Word document is open with a letter on it. A mail merge menu has opened to the right of the document. There are two green arrows. Both arrows point to a pop-up command box. The first arrow indicates that All pages are selected. The second arrow points to the okay button.

Your merge mail file is now complete! Save your file once more, this time as a PDF (use the .pdf file extension), and submit the PDF in your course online.

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Assignment: Use Mail Merge. Authored by : Sherri Pendleton. Provided by : Lumen Learning. License : CC BY: Attribution

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Many day-to-day applications require similar documents containing similar text to be sent to a number of persons. These documents also have a typical common layout. Invitation letters sent to guests have a more-or-less common content and layout. Only the names of the recipients are different in these letters. One obvious way to generate such letters is to type all of them individually, putting the same amount of effort again and again. Another solution could be to copy the same block of text again and again onto the new letters. The names and addresses etc., which are different from each letter, can be entered separately in the documents. Though this method saves a lot of effort, it still requires proper caution. There should be a way where these kinds of documents can be prepared automatically. This task can be easily automated if we use the mail merge feature of a word processor. So, it is time we learnt the mail-merge feature of the word.

Components of mail merge:

The three main components of the merging process are the main document, the data source, and the merged document.

The main document contains the main body of your letter, field names, and merges instructions. The basic information within the main document remains equivalent.
The data source (or Recipients’ list) stores the knowledge that changes for every document. This information is inserted in the main document one by one. An example of the data source is a name and address list from which the program gets what you want to include in the main document.
The merged document contains the main text from the main document and data from a data source.

Steps for mail merger:

Open MS Word and click on the command sequence: Mailings tab → Start mail merge group → Select recipients button → Type new List.

A dialog namely “New Address List” will pop up(as shown in the below image). Type here the desired data under the given headings. To add a new record, click on the “New Entry” button at the bottom of the dialog and click OK when you are done.

Step 2: Prepare Master Letter

The second step is to prepare our master letter for use in the mail merge. Before we enter all the letter text we’d like to link this Word file to our list of names.

Create a blank word document.
Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters command.

Then click the Mailings tab → Start Mail Merge group → Select Recipients button → Use Existing List command.

Now we can start typing the letter.
Now we would like to add the name and address and other details for the people on the list.
Mailings tab→ Write & Insert Field group → Insert Merge Field button.
A pop-down will appear showing all the table headings, so choose Title and press the spacebar to create a space.

Then do this again and choose FirstName, followed by a space (i.e., press only spacebar key and no other key); then choose LastName but this time press the Enter key to create a new line. Then repeat the steps to choose the Address field, and press enter key.

Before we actually carry out the merge, we must first preview what the merged letters will look like.

Mailings tab→ Preview Results group → Preview Results button

Once we are happy with the preview, you can carry out the actual mail merge.
To do this you click the Mailings tab → Finish group → Finish & Merge button and choose Edit Individual Documents.

In the Merge to New Document panel, click All to create a separate letter for each person on the Names list. Word then creates a fresh document with as many pages as there are names on your list, and every page contains a wonderfully merged letter with all the correct individuals’ details.

We can save this with an appropriate name, such as ABC.docx

Sample Problems

Question 1: What is a mail merge?

Mail Merge, a popular tool for personalizing printed letters, is nowadays also available for emails. Google Mail, Google Sheets make it happen for all Google domain-based emails.

Question 2: what are the uses of mail merge?

Writing a letter to a customer to tell them about upcoming offers or inform about some changes in business context. Mailshot for sending out a survey to a large number of people. Invoices School names on to the certificate Personal

Question 3: Give the advantage of mail merge?

Once the merge has been found out , thousands of letters are often produced very quickly. Easier to check for spelling errors as we need to check and correct at one place only; all letters will show the changes. Letters can be personalized. A standard letter can be saved and reused. In male merge, we can reuse the same data source, and it reduces the risk of errors.

Question 4: What are the main components of the Mail Merge process?

The main document. The data source. The merged document.

Question 5: How many files are created in Mail Merge?

There are two files created in Mail Merge. The first file is called the source file that contains the content of the main document and the second file is known as the data source file that contains the name, address and other important details of the beneficiary.

Question 6: Can we insert an attachment when performing a merge to an e-mail message?

No, we cannot insert an attachment when performing a merge to an email message.

Question 7: In Mail Merge, multiple copies of the merged document are often printed.

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Sample Mail Merge Letter For Word

Today, mail takes on a whole new level as technology grows. From dozens to hundreds, we are now able to send up to thousands of letters all over the globe for corporate or marketing use. One such technology is mail merge, which makes mass mailing so much easier using pre-addressed and personalized letters.

If you are looking for a mail merge letter that is more convenient, then you can use this Sample Mail Merge Letter for Word. This Word template is free and can be used for all kinds of letters for your company or organization.

Versatile and Professional Design

This Sample Mail Merge Letter for Word is versatile and designed to be used along with different kinds of letterheads so you can easily incorporate it into your company letterhead. It can also go well with your email to create professional mass mail for all your recipients.

The mail merge letter template features great formatting that suits your company, whatever industry you may belong in. You can also easily insert your logo and change the style and color scheme to match your brand identity.

Create Letters in a Flash

The letter itself contains placeholders where you can add your own information. There are already pre-formatted letter parts such as inside address, salutation, and greeting. The body of the letter, meanwhile, contains guides and tips to help you compose your own letters concisely, as well as to organize your ideas to make you express your thoughts and ideas most effectively.

To change the overall appearance of the letter, the template also provides tips. Just go to the Theme menu on the Design tab on the Ribbon. You can also go to the Quick Styles to choose font styles and combinations that you prefer, or you can also create a style to make your letter fully customized.

The best part is, this template can be uploaded to your OneDrive account so you can easily access it and create mass mail and mail merge letters to anyone, anywhere you are. This also allows you to conveniently work with a team and have them all take a look at the mail merge letter together, for easy collaboration.

Go to Download Sample Mail Merge Letter for Word

Sample letter

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Practice makes perfect. Therefore, we want to practice creating a mail merge in this section.

Then type the following text. Of course, you can abbreviate it or type something completely different. The only decisive factor is the following:

Important: Do not type the text in curly braces – these are database fields.

The Society of Calligraphers

{First name} {Name1}

{Address}

{City}, {Postal code}

Dear Sir or Madam,

We are pleased to inform you that the Society of Calligraphers will no longer have to rely on handwriting for its official communications.

We have decided to equip all our office employees with personal computers. We are now using TextMaker with its integrated database and can send a personalized form letter to all our members.

All in all, TextMaker has saved us an enormous amount of time and money – not to mention the savings in ink and quills...

Best regards,

You have now created a "template" into which TextMaker can insert the fields of the database records, one after the other, when printing.

All the basic steps have now been taken and you could print your mail merge now. In the rest of this chapter, you will learn how to select the recipients of a mail merge – and how to actually print the mail merge.

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How to write a job application email that gets a reply

woman-at-coffee-shop-writing-on-laptop-job-application-email

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First things first: Collect your candidate information

How to write a job application email in 6 steps, 5 email templates for job applications, your email’s first impression.

Imagine you're surfing a job board and you finally see it: your dream job.

The adrenaline kicks in, but so does the realization that your first contact with the company sets the stage for your professional relationship. This is your initial greeting, and you need to draft a convincing job application email that shows off your experience and ultimately secures that all-important interview.

In the digital age, a simple email carries the weight of a first impression . Think of it as your digital handshake — firm, confident, and memorable. Crafting that perfect email is an art that opens doors to opportunities and sets the stage for your next career move .

Your email for job applications isn’t just a platform to showcase your professional development . It’s about giving a holistic view of who you are and how that aligns with a company's core values , even though you have limited space.

But the ultimate goal is to send in your application, and that means collecting all necessary documents and information the job posting asks for. Before penning your thoughts, make sure you have these essentials:

Cover letter: According to a survey from recruiting software Jobvite, 31% of job seekers want companies to remove cover letters from the hiring process . But even if you fall into this group, cover letters are an important step. Consider them your elevator pitch in document form.

You’ll accentuate your strengths while expressing your enthusiasm for the role. Double-check your cover letter to tailor it to the job description, highlight your accomplishments, and make it more than a regurgitation of your resume.

Resume: Your resume represents your professional journey, showcasing your work experience, skills, and educational background. Make sure it’s free from typos and informative without including too much. Remember to choose the right type of resume and rename the file when you attach it, preferably with your full name and the position title.
Portfolio or work samples: If you're venturing into fields like graphic design, writing, or any other creative domain, make a portfolio that speaks louder than words. It should encapsulate your style, versatility, and expertise. Make sure it’s up-to-date and mirrors the requirements of the job listing. A website-based portfolio might work for some positions, but others could ask for a PDF.
Additional information: Job postings sometimes come with unique demands. They may want to know about certifications, years of experience, or even niche skills. If the job posting lists any specific asks, provide them. This showcases that you’ve read, understood, and met the criteria, demonstrating attention to detail .

According to an eye-tracking study from job aggregate Ladders, recruiters only spend 7.4 seconds looking at each resume . If you want to make a lasting impression and stand out in the job search , every detail counts. Here’s a guide to ensuring recruiters and hiring managers notice you:

1. Include a clear and concise subject line

Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they’ll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like “Graphic Designer Role — Alex Smith.” This straightforward approach shows you respect the hiring manager's time and helps you stand out in a sea of vague “job application” subject lines.

Beyond the basic info, consider the things that make the role unique. If the job posting emphasizes a specific skill or requirement, try incorporating it, like “Digital Marketing Expert with SEO Specialization — Jamie Carter.” Remember, clarity trumps creativity in this space, so when in doubt, keep it simple.

2. Write the body of your email

Kick off with a professional yet approachable salutation. “To whom it may concern” works if you don’t have the hiring manager or recruiter’s name. But if you do, personalize it to let them know you’re paying attention.

The opening paragraph should be your hook. Instead of a generic introduction, dive straight into the reasons why you're the candidate they’ve been searching for. Link your experience and skills with the job description to show you've done your homework. Something like “I am a growth expert with 10+ years of experience” is much more effective than “I am interested in the job you posted.”

After the salutation, it's all about engaging the reader. Share a short, relevant anecdote that connects you to the company's mission or the specific role. If it emphasizes innovation , talk about a time you thought outside the box to pioneer a new method or strategy. Prove you’re not looking for any job: you’re looking for this job.

mans-hands-writing-on-tablet-with-electronic-pen-job-application-email

3. Make a pitch

A pitch isn’t about bragging. It’s about succinctly conveying what makes you unique. Use the body of your email to highlight a couple of key achievements or experiences that align with the role. Maybe you boosted sales by 30% in your last job or led a team that executed a successful project.

After your initial pitch, tie it back to the company. Explain how your work accomplishments will directly benefit the team. If you boosted those sales by 30%, explain how that experience will transfer over to this new position. Connect your past victories to their future successes.

You don’t have to write a full cover letter in the body of your email (unless that’s what the posting asks for). Just use the space to further explain your candidacy and motivation .

4. Provide your contact information

Ensure potential employers can easily reach you. Even if you’ve included your contact information in your resume, your email should have your phone number, professional email address, and your LinkedIn profile .

Beyond the basics, make yourself available for follow-up questions or discussions. Offer a time frame when you’re most reachable, like “Available for calls between 2 PM and 4 PM on weekdays.” It not only shows initiative but subtly communicates respect for their time by eliminating back-and-forth scheduling.

5. Rename your resume files

This might sound like a minor detail, but your file names are more important than you think. A resume with a title like “Resume1” or “MarketingCV_final” doesn’t scream professionalism and makes it harder for recruiters to keep track of your docs. Keep it simple with a format like “AlinaJones_ProjectManager” to make your resume stand out .

If you're submitting multiple documents, like a cover letter or a list of references , ensure they all follow a consistent naming pattern. This looks more professional and helps recruiters organize your materials. Think “AlinaJones_CoverLetter” and “AlinaJones_References.” It’s clean and shows attention to detail.

mans-hand-with-a-ring-typing-on-laptop-job-application-email

6. Add your portfolio

For jobs where showing beats telling, the quality of your portfolio is critical. Include your portfolio as an attachment or as a link, depending on your preference and what the job posting asks for. Just ensure that whatever you share represents your best work.

In a 2019 study, Mailchimp found that the average email open rate is only 21% — meaning recruiters might not read your email at all. That’s why your application needs to rise above the noise. Save time and write the best application possible with these tailor-made job application templates:

1. Entry-level job application example

You're at the starting line of your professional journey, but that doesn’t mean you don’t have value as an applicant. Your motivation and educational experience can still be enough to show employers you’re a good candidate.

This sample letter can help you express your enthusiasm for the role you’re applying for and showcase the skills and experiences that make you the perfect fit:

Subject line: [Full name] – [Position]

To whom it may concern,

I’m [full name], a passionate [field of interest], writing to express my interest in the entry-level [position] at [company name]. I discovered the role on [job board/company website] and am drawn to it because of [company's mission/vision/reputation].

My educational journey equipped me with [relevant skills], further enhanced by my [previous job] at [other company name]. This experience instilled a passion for crafting innovative solutions that align with [company mission].

I am attaching my resume detailing my qualifications. Thank you for considering my application.

Sincerely,

[Full name]

[Contact information]

woman-writing-on-notebook-while-looking-at-laptop-job-application-email

2. Mid-career job application example

You have a wealth of experience under your belt and are ready for a new challenge. This sample letter will help you articulate your accomplishments and how they align with the new role you’re seeking:

Dear [hiring manager’s name],

I am an accomplished [job title] with [number] years of professional experience. I came across the position at [company name] on [job board/company website], and I'm excited about the possibility of contributing to [company’s project or goal].

My journey in [industry] involves [relevant skills and responsibilities], with significant contributions to companies like [other company names]. I feel confident that my expertise can bring valuable insights to your team.

My resume, attached for your review, provides more detailed information about my qualifications and achievements. I look forward to discussing our mutual goals and aspirations.

[Full name]

3. Change of field sample job application

Making a career change is daunting, but that doesn’t mean it’s impossible. Your diverse background brings a unique perspective to the table, so use this chance to explain your transferable skills and experience. This sample email will help you highlight your expertise and express your eagerness to enter a new field:

Subject line: [Full Name] – [Position]

Hello [hiring manager’s name]

My name is [full name], and I’m applying for the [job title] opening at [company name]. I saw this role on [job board/company website] and it immediately stood out to me because [company or position details].

Having served as a [previous role], I deeply understand [relevant skill or specialty]. This foundation, combined with my recent experience with [relevant skill or specialty], equips me to [listed job requirement]. I’m ready to offer a unique perspective to your team.

Please refer to the attached documents for a comprehensive look at my qualifications. I'm available for a call this week or next to delve deeper into how my background can be an asset to your projects.

4. Return to workforce

Taking a break from your career is sometimes necessary, and that doesn’t make you a lesser candidate when you decide to return. You don’t have to go into detail about your career break in your application, but it is good to mention so hiring managers know you’re honest and transparent .

This sample letter will help you communicate your readiness to get back to work and your enthusiasm for the role or industry you’re re-entering:

Subject line: [Full Name] – [Position] Re-entering the [Industry] Scene

I’m an experienced [job title] interested in the open role at [company name]. With a decade's worth of experience with [skill], notably at [other company name], I have a proven track record in executing, delegating, and prioritizing tasks efficiently. I'm prepared to merge my prior expertise with fresh insights for your upcoming projects.

Over the past few years, I took a break in my career, and I’m eager to re-enter the workforce. During this time, I stayed up-to-date on the industry, [subject] in particular, and I’m also [note any accomplishments from your break].

I've attached my resume detailing my journey and accomplishments. Please let me know if you need further information.

5. Recent graduate application letter example

If you've recently graduated and are ready to embark on your career journey, don’t be afraid to state that in your application. Your knowledge is fresh, and that’s an asset. This sample letter will help you highlight your academic achievements and relevant experiences as you express your excitement for the role:

Subject line: [Full Name] – [Degree]

I am [full name], a [year] [degree] graduate, and I’m reaching out regarding the role at [company name], which I found on [job board/company website].

My academic achievements and internship at [previous company] gave me a robust foundation in [relevant skill or specialty]. I'm eager to apply these skills to enhance brand engagement at [company name] while continuing to grow my expertise.

Enclosed, please find my resume and relevant documents. I look forward to discussing how I can contribute to [company project/goal].

Navigating the job market is no easy task, but a compelling job application email can be your ticket to standing out. Remember, it's all about showcasing your strengths, experiences, and passion — so, put your best foot forward and make every word count.

Ace your job search

Explore effective job search techniques, interview strategies, and ways to overcome job-related challenges. Our coaches specialize in helping you land your dream job.

Elizabeth Perry, ACC

Elizabeth Perry is a Coach Community Manager at BetterUp. She uses strategic engagement strategies to cultivate a learning community across a global network of Coaches through in-person and virtual experiences, technology-enabled platforms, and strategic coaching industry partnerships. With over 3 years of coaching experience and a certification in transformative leadership and life coaching from Sofia University, Elizabeth leverages transpersonal psychology expertise to help coaches and clients gain awareness of their behavioral and thought patterns, discover their purpose and passions, and elevate their potential. She is a lifelong student of psychology, personal growth, and human potential as well as an ICF-certified ACC transpersonal life and leadership Coach.

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for comprehensive details on creating a Word Template for letters that will be used repeatedly. button. button on the Mailings toolbar is clicked, the data from the merge field will be inserted, replacing the merge field name. The brackets will not be displayed. If a merge field contains no data for any Contact, Client or Group record, the field is skipped. again to unmerge the data. Put spaces between the chevron pairs to increase readability. Move the merge fields around, formatting, and adding text as needed to create the contents of the document in the form desired: the Template to one of the Template folders. See and . button on the Merge to Word dialog, and a fully-merged Word document will appear. The merge field is available to replace the standard Word field Date which changes every time you open the Word document. By contrast, records the date that the document was merged and retains that date when opened in the future. By default the will display as mm/dd/yyyy or 2/25/2020. If you prefer a different format, you may adjust it by using a merge field switch, as illustrated here: MERGEFIELD, and there is another space after the @ symbol. MMMM and the d, to see the view above. to as shown above. Now the date will be displayed as February 25, 2020, instead of the default. again when you are finished formatting to return to the Template.

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Mail Merge ගැන හරියටම දැනගනිමු.
How to Successfully Complete a Mail Merge
Mail Merge
How to Use Mail-Merge In Ms-Word with Make Letter

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(Redtail) Sample Mail Merge Letter Templates
All Merge Fields: This document is a great starting point for any custom Mail Merge document! Use this template instead of starting from scratch and formatting/inserting the fields in Word. Download, open in Word, and delete all the fields you won't need in your template. This template allows you to be at your most creative!
How to Use Mail Merge in Word for Form Letters (Step by Step)
The first step in the mail merge process is to start the merge using Start Mail Merge on the Mailings tab in the Word Ribbon: To start the merge and specify the main document as a form letter: Create a new blank document or open a Word document containing a sample letter. Click the Mailings tab in the Ribbon and then click Start Mail Merge in ...
Use mail merge for bulk email, letters, labels, and envelopes
Data sources. Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work. If you don't yet have a data source, you can even type it up in Word, as part ...
How to Use Mail Merge to Create Letters, Envelopes, and Labels
From the Mailings tab, in the Start Mail Merge group, click the drop-down arrow next to the Start Mail Merge button. Choose Step-by-step Mail Merge Wizard. The Mail Merge pane will open on the right-hand side. From the Select document type area, select Letters. Click Next: Starting document at the bottom.
How to use the Mail Merge feature in Word to create and to print form
To display the Mail Merge toolbar, point to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for ...
Word 2016: Mail Merge
The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list. Step 1: From the Mail Merge task pane on the right side of the Word window, choose the type of document you want to create. In our example, we'll ...
How to Use Mail Merge in Word: A Step-by-Step Guide
Step 2: Select Recipients. Go to the 'Mailings' tab and click on 'Select Recipients' to choose your data source. You can use an existing list, choose from your Outlook contacts, or type a new list. Make sure your data source is organized, with column headers for each piece of information you want to include in your merge (like First ...
Mail Merge in Word
Click the Mailings tab. Click the Start Mail Merge button. Select Step-by-Step Mail Merge Wizard . The Mail Merge pane appears on the right, ready to walk you through the mail merge. Select a type of document to create. Click Next: Starting document . The Mail Merge wizard advances to the next step.
The Easiest Way to Create a Mail Merge in Microsoft Word
When you finish your message and are ready to create the merge, go to the Mailings tab. Use the Start Mail Merge drop-down arrow to select "Step-by-Step Mail Merge Wizard." You'll see a sidebar open on the right which walks you through the mail merge process. Mark the Email Messages option at the top and click "Next: Starting Document" at the ...
Mail Merge: A New, Helpful How-To Guide for Gmail, Word, and More
If you know how to do a letter or email mail merge in Word, labels are very easy. Under the Mailings tab in Word, click the Start Mail Merge selection and then the Step-by-Step Mail Merge Wizard. Choose Label as your template document type, and under Label Options, select a label manufacturer and style number (for example, Avery 5160, etc.).
How to Use Mail Merge in Word to Create Letters, Labels, and Envelopes
Switch over to MS Word. Use the wizard for creating labels. Open a blank document and select Mailings > Select Mail Merge > Step-by-Step Mail Merge Wizard. Select Labels and then Next: Starting document. On the next screen, select Change document layout. Next, select Label options to set your product number and label brand.
Mail Merge: Custom Attachments, Subjects, BCC/CC (Word, Excel, Outlook)
This mail merge tutorial will transform how you use Outlook! In this video, I'll walk you step-by-step through the process of setting up a mail merge using Word, Excel, and Outlook. You'll learn: ️How to structure your Excel spreadsheet for seamless mail merge ️Crafting a Word template with merge fields
How to Do a Mail Merge Using Word and Excel
Open a new, blank document and then create the boilerplate, common text you want to include in every mail merged document. 7. Position the cursor at the top left of the page, where you want the ...
Mail Merge Explained: Definition, Use Cases, Tutorial [2024]
Mail merge is a method of building personalized letters, documents, or emails with a bit of automation. Two components necessary for a mail merge are: A template of a letter, document, or an email with specific placeholders in the body. A spreadsheet with a set of data that should replace placeholders for each individual recipient.
How to Mail Merge from Excel to Word: Step-by-Step (2024)
In our Word file, go to the Mailings Tab. Click " Start Mail Merge ". A drop-down menu appears where you will see Mail Merge options like Letters, Email messages, Envelopes, and more. Select " E-mail Messages ". The next step is to connect the Excel spreadsheet you created earlier with the Word document. To do that….
PDF Exercise
Open a new blank document and create the table below. 4. Save the file as Course_Participant_Data. 5. Close the document. 6. Using the current document Course Letter as a form letter and the Course_Participants_Data as the data source merge the two documents and insert the merged fields Title, First_Name, Surname, Address and City fields above ...
Assignment: Create Mail Merge Letters
Begin Mail Merge: Select the Mailings tab and use the Step-by-Step Mail Merge Wizard for this mail merge letter. Wizard: Walk through the wizard and click the Next: Starting document link leaving the selection of document type to 'Letters'. Create letter: Leave the document type to ' Use the current document ' and click the Next: Select ...
How to use Mail Merge in MS Word?
Step 1: Open MS Word and click on the command sequence: Mailings tab → Start mail merge group → Select recipients button → Type new List. A dialog namely "New Address List" will pop up (as shown in the below image). Type here the desired data under the given headings. To add a new record, click on the "New Entry" button at the ...
PDF 7 MAIL MERGE AND RELATED OPERATIONS Form letters and mailing labels
Lesson 7: Mail Merge and Related Operations 229 You want to keep the First Name and Last Name fields, but you need to change the actual field names for the sake of clarity. Click on First Name, then click on the Rename button, and change the field name to Student First Name Do the same for the Last Name field, changing the field name to Student Last Name
Sample Mail Merge Letter For Word
This Sample Mail Merge Letter for Word is versatile and designed to be used along with different kinds of letterheads so you can easily incorporate it into your company letterhead. It can also go well with your email to create professional mass mail for all your recipients. The mail merge letter template features great formatting that suits ...
Mail merge for Google Docs ™
Click on the Mail Merge button in the sidebar on the right. 3. Choose the document you want to merge. Make sure to create a template document beforehand. For example, create an empty invoice template or a student grade report in Google Docs ™. 4. Choose the document type (letters, envelopes, labels, emails).
Mail merge > Sample letter
TextMaker 2021. Sample letter. Practice makes perfect. Therefore, we want to practice creating a mail merge in this section. Before you start, use the command File | New to create a new document. With the ribbon command Mailings | Select database | Use existing database , you assign the supplied example database addressbook.sqlite to this document.
How to Write a Job Application Email (Examples & Templates)
1. Include a clear and concise subject line. Your subject line sets the tone. It's the first thing a recruiter sees and often determines whether they'll even open the email at all. Make it concise and relevant, incorporating the job title and your name, like "Graphic Designer Role — Alex Smith.".
How to Write an Application Letter—Examples & Guide
Letters of application are essential in the job market, so don't risk losing to other candidates just because you didn't write one. 2. Address Your Letter of Application Properly. Addressing an application letter is simple. Firstly, include your contact information in the header of the application letter : Full name.
Merge to Word Letter Example
Tip: The MergeDate merge field is available to replace the standard Word field Date which changes every time you open the Word document. By contrast, MergeDate records the date that the document was merged and retains that date when opened in the future. By default the MergeDate will display as mm/dd/yyyy or 2/25/2020. If you prefer a different format, you may adjust it by using a merge field ...

How to Use Mail Merge in Word for Form Letters (Step by Step)

Perform a Mail Merge in Microsoft Word to Generate Form Letters for Bulk Mailings

Understanding the mail merge process for form letters

Step 1: Start the merge and specify the main document

Step 2: Select the source file containing the data set

Step 3: Insert fields from the source file

Step 4: Format the letter

Step 5: Select specific recipients or filter the recipient list (optional)

Step 6: Preview the results (optional)

Step 7: Run the mail merge for letters

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How to Use Mail Merge to Create Letters, Envelopes, and Labels

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How to use the Mail Merge feature in Word to create and to print form letters that use the data from an Excel worksheet

Step 1: Set Up the Excel Data File

Step 2: Set Up the Main Document

Step 3: Specify the Excel Data Source

Step 4: Select the Recipients

Step 5: Complete the Letter and Add Merge Fields

Insert Merge Fields

Change the Format of the Merged Data

Format by Using Field Codes

Step 6: Save the Document

Step 7: Preview the Letters and Fine-Tune the Recipient List

Step 8: Complete the Merge

Personalize Individual Letters

Print the Letters

Save the Merged Letters for Later Use

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Word 2016 - Mail Merge

Word 2016: Mail Merge

Introduction

To use Mail Merge:

To insert recipient data:

How to Use Mail Merge in Word: A Step-by-Step Guide

Step by Step Tutorial: How to Use Mail Merge in Word

Step 1: Open Word and Set Up Your Main Document

Step 2: Select Recipients

Step 3: Insert Merge Fields

Step 4: Preview Your Merge

Step 5: Complete the Merge

Tips for Using Mail Merge in Word

Frequently Asked Questions

Can I use Google Sheets as a data source for mail merge in Word?

How do I format numbers or dates in mail merge?

Can I merge images using mail merge in Word?

Can I send personalized emails using mail merge?

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Set up and Choose Document Type

Select a Document

Select Recipients

Write Your Letter

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Complete the Merge

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