How to Create a Mail Merge

Traditionally, a mail merge combines a form letter or template with a list of names, addresses, and/or other fields to create a customized letter. Once you see how easy it is to create a mail merge, you’ll probably think of other applications as well. For example, I use a mail merge to update a standard report with monthly results. Here’s how to create a mail merge using Microsoft Word.

Instructions

Difficulty: Moderately Easy

Things You’ll Need:

• Microsoft Word
• Microsoft Excel
• Mailing list

1. Create the letter or open an existing letter.
2. Create the spreadsheet with the names, addresses, and other fields. Save and close the spreadsheet.
3. Now go back to the open letter. From the menu across the top of the window, choose Tools then Mail Merge. This opens the Mail Merge Helper window, and at any time you can return to the helper through Tools, Mail Merge. As Step 1, click the Create Document button, highlight and click Form Letter, then choose to use the document in the Active Window. Now, Word will always recognize this document as a merge document, and anytime you open the document, you should see the Mail Merge tool bar located just above the letter.
4. As Step 2, click the Get Data button, then highlight and click Open Data Source. Browse for your spreadsheet, highlight it’s name, and click the OK button. Next, you’ll be asked to specify a cell range, but the default is Entire Spreadsheet; click OK to leave the default as is.
5. Next you’ll get a message that Word has not detected any merge fields in your main document. Click the Edit Main Document button.
6. Now insert merge fields throughout your document. Replace actual names and addresses with fields as shown in the illustration. A drop down menu of merge fields is located on the far left end of the Mail Merge tool bar. Word recognizes the first row in your spreadsheet as field names.
7. Here comes the fun part! Go back into the Mail Merger Helper by either clicking on Tools, Mail Merge, or clicking on the Helper icon on the tool bar. You’re now on Step 3, so go ahead and click the Merge button. A little Merge window will appear, so click the Merge button there. Voila!!! A new document is created merging your spreadsheet fields with your letter. If you have four rows of data, then your document will have four pages, one for each row. Save your new document, print, and mail.