How to Print a Letter From a List in MS Word
Microsoft Word includes a mail merge feature that helps you generate letters quickly, even if you would like to send to hundreds of recipients. You can use an existing list or create one from scratch in Microsoft Word, Excel, Access or Outlook. Each field on your list must include a column heading, so Word can match the fields to your letter appropriately. You can then print your merged documents in MS Word using a list of your choice.
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Instructions
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Open the list you will be using either in MS Word, Excel, Access or Outlook and double-check that it has column headers. Then close the list.
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In Word, open your existing letter or create one from scratch.
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Click on "Tools," "Letters and Mailings" and then "Envelopes and Labels." In the "Mail Merge" task pane, choose "Letters" and click on "Next: Starting document."
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Select "Use the Current Document" and press "Next: Select Recipients." Click on "Use an Existing List" and select "Browse." Find the list you want to use and double-click it.
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Click "OK" in the "Mail Merge Recipients" dialog box and select "Next: Write Your Letter."
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Place the cursor inside your document where you want to add the recipient's name. Then choose "More Items..." under "Write Your Letter" in the task pane. The "Insert Merge Field" dialog box will open. Double-click on the merge field that goes in that area of your letter and press "Close."
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Repeat the previous step to insert additional fields into your letter until list is complete. Once your letter has all the fields you need from the list, click "Next: Preview Your Letters."
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Click on "Next: Complete the Merge."
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Place paper on your printer and press "Print" in the "Mail Merge" task pane. Click "OK" in the "Merge to Printer" dialog box, then press "OK" in the "Print" dialog box.
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