How to Print or E-mail a Mail Merge Document in Microsoft Word
You can print a mail merge document using your local printer, or e-mail it using the Internet. A mail merge is when you create a form letter but leave personal information, such as names and addresses, blank. Then you have Word automatically fill in the personal data from a "Data Source" document that you create. (See "How to Create a Main Mail Merge Document in Microsoft Word," under Related eHows.) These instructions are for Word 2000 running on a PC.
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Instructions
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Printing
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1
Open the mail merge form letter you created.
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2
Go to the Tools menu and select Mail Merge.
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3
Click the Merge button and select Printer from the "Merge to" drop-down menu to print the merged documents.
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4
Adjust your printer settings, if necessary, then print the documents.
E-mailing
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5
Open the mail merge form letter.
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6
Go to the Tools menu and select Mail Merge.
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Click the Merge button and select Electronic Mail from the "Merge to" menu.
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8
Click the Setup button to select the data field containing the e-mail address and to enter text for the e-mail subject line.
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9
Select the checkbox "Send document as an attachment," if you want to preserve the document formatting in Word; otherwise, the document will be sent as text in the body of the e-mail.
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10
Click OK and Merge to send the documents.
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1
Tips & Warnings
To ensure that Word merges only data records that contain an e-mail address, click Query Options. Click the Filter Records tab and select the field used for e-mail. In the Comparison field, select "is not blank" and click OK.
The e-mail procedure works only if you are using a MAPI-compatible e-mail program, such as Microsoft Exchange Server.
