About mail merge for form letters and mass mailings

Use the Mail Merge task pane to create form letters, mailing labels, envelopes, directories, and mass e-mail and fax distributions. To complete the basic process, you:

Data source, merge fields, and the resulting form letter

Callout 1 Data source with recipient information, such as names and addresses

Callout 2 Main document with merge fields that act as placeholders for recipient information

Callout 3 Resulting merged document

The task pane guides you through all of these steps. If you prefer to work outside the task pane, you can use the Mail Merge toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.). Either way, the end result is that each row (or record) in the data source produces an individual form letter, mailing label, envelope, or directory item.

 Note   You can use mail merge to create any type of document that maps fields (field: A set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other material into a document automatically. For example, the DATE field inserts the current date.) to data, not just mailings or directories. For example, if your videotape collection is listed in a spreadsheet, you can use the Labels option to create videotape labels.

How-to information   ¬†Find links to more information about using mail merge under See Also, which is visible when you are connected to the Internet.

Applies to:
Outlook 2003, Word 2003