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Start the merge and choose a document type
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Click Start Mail Merge and then:
- If you're creating letters, e-mail messages, or a directory, you can start with the open document, with a template on your computer or from Office Online, or from an existing document you created previously.
- If you're creating envelopes or labels, you can choose the envelope or label size and style you want, or open an existing envelope or label document you created previously.
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Connect to a recipient list
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Click Select Recipients and then:
- Connect to a recipient list on your computer or on a server that already exists. You'll have to browse to locate the file, and then choose the worksheet or table within the file that you want to use.
- Connect to your Outlook Contacts file. You'll have to choose the contact list folder you want to use.
- Create a new recipient list from scratch. You'll type information in the New Address List dialog box to create a mailing database (.mdb) file.
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Choose recipients and their information
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After you connect to or create the recipient list, the Mail Merge Recipients dialog box opens, or you can click Edit Recipient List in the Start Mail Merge group. Use the column headings, check boxes, and buttons to sort, filter, and choose the recipient information that you want to use in the merge.
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Add content and placeholders (fields)
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Type, insert, or paste into the main document the content that you want to appear in each merged copy.
In the Write & Insert Fields group, click the:
- Highlight Merge Fields to reveal the fields.
- Address Block to add an address block field.
- Greeting Line to add a greeting line field.
- Insert Merge Fields to add a placeholder (field) representing any column from your recipient list.
- Rules to add Word fields.
- Match Fields to map the columns in the recipient list to Address Block or Greeting Line elements.
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Preview
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Use the buttons and arrows in the Preview Results group to view the merged documents.
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Complete the merge
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Click Finish & Merge and then you can choose:
- To edit a letter, envelope, or label document type, which creates a comprehensive document that contains all the merged documents, one document per page.
- To print the merged documents.
- To electronically send the merged documents if they are e-mail messages.
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Save the documents
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Saving the main document will retain the recipient list connection. To save the document:
- Click the Microsoft Office Button.
- Click Save. Then choose a location and name for the file and click Save again.
You can also save the large comprehensive document this same way.
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