In step 4 of the Mail Merge task pane, you can add addresses, greetings, and other personalized merge fields.
- In the main document (main document: In a mail-merge operation in Word, the document that contains the text and graphics that are the same for each version of the merged document, for example, the return address or salutation in a form letter.), click where you want to insert the field (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.).
- Insert any of the following:
Address block with name, address, and other information
Other fields of information
You can insert information from some other field, such as a telephone number or the amount of a contribution from a list of donors.
In the Fields box, click the field you want.
Click Insert, and then click Close.
If the Match Fields dialog box appears, Microsoft Word may have been unable to find some of the information it needs to insert the field. Click the arrow next to (not available), and then select the field from your data source that corresponds to the field required for the mail merge.
- Click More items.
- Do one of the following:
Note If you insert a field from the Database Fields list and then later switch to a data source that doesn't have a column with the same name, Word won't be able to insert that field information into the merged document.
Postal bar code
You must select a label or envelope type that supports the POSTNET bar code.
- Click Postal bar code.
- In the Insert Postal Bar Code dialog box, select the appropriate address fields.
Note The Postal bar code option only appears if you are using the U.S. language version of Microsoft Word.
- Repeat steps 1 and 2 for all the fields you want to insert.