How to Create a Main Mail Merge Document in Word 2003

Word 2003 lets you create templates for mass mailings to multiple recipients. The process is called “mail merge,” and the template document is called the "main document." With this wizard's help, you easily can create a main mail merge document.

Instructions

Difficulty: Moderate

Things You’ll Need:

• Word 2003
• Computer

1. Open Microsoft Word 2003.
2. Plan your main mail merge document. The main document should contain information that will appear on every letter or document including your return address, salutation, graphics, headers and complimentary closing.
3. Click "Tools," "Letters and Mailings" and then "Mail Merge Wizard."
4. A window will appear to the right of your screen. Select a document type from the list near the top of the window. For this example, choose "Letter." Click "Next."
5. Select a starting document. Choose “Start from a Template” for now. If you have a main document already open, choose “Use the Current Document”; when you want to use a saved document, choose “Start from an Existing Document.”
6. Click the “Select a Template” link to display a list of templates. Click each one for a preview. Click “Okay” when you find one you like.
7. Start typing. Follow the instructions such as “Type Letter Here” or “Click Here and Type Your Name" in the designated areas. When the template contains your finished letter without the recipient address or salutation, you have created your main mail merge document.
8. Click "File," and then "Save" to store the main mail merge document for later.
9. If you want to continue and create a mass mailing, you’ll have to select recipients. You can use your Microsoft Outlook contacts or create a new list.
10. Click "Next: Write your letter," even though you've already done that. You can use the Wizard to add address blocks or greeting lines if you don’t already have them.
11. The next steps let you change the letters individually. Use the arrows to scroll through the letters and change them according to recipient.
12. Preview and print.

Tips & Warnings

• You can use Mail Merge for documents other than mailings. For example, you can create labels and other directories as well.
• You can exclude recipients from a data source if you don’t want to send the letter to all of your contacts.
• Review each letter before sending it.

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