How to Create a Mail Merge in MS Word

The Microsoft Word mail merge function is a robust feature that enables you to combine data from two Word documents to create form letters, labels and envelopes. There are several steps involved in setting up a merge, and it may take a few tries until you become comfortable with the process.

Difficulty: Moderately Challenging

Instructions

1. Open Microsoft Word. Start a new document and type the text of the form letter. Save the document. Start another new document, type or cut and paste the addresses. Save and close the document.

2. Choose "Tools" from the main menu and then "Mail Merge." A new window will appear in the center of the screen. Click "Create" and then select the desired document type from the drop-down list. Another window will open; click "Active Window."

3. Click "Get Data." To use an existing document as the data source (the list of addresses you created in step 1), select "Open Data Source." Select the desired document and then click "Open."

4. Select "Edit Main Document." Insert the merge fields—go to the "Insert Merge" button on the Mail Merge toolbar and click the desired fields from the drop-down list. Save the document.

5. Run the merge; click "Tools" and then "Merge Documents." Microsoft Word will create a new multipage document with the merged data from the two documents.

Tips & Warnings

• The Microsoft Word mail merge function also works in conjunction with some of the other Microsoft programs. For example, when creating the merge, designate an Excel spreadsheet as the data source document.