Theory - 78.1 How to mail merge in MS Word

 

Lets Start Step By Step  Mail Merge

Step 1: Create a new file and type your contents of letters.

Step 2: Click on the Mailings ➝ Start Mail Merge option from the Start Mail Merge group.

Step 3: Click on Letters option. Your screen will blink for a moment.

Step 4: Now click on Mailings ➝ Select recipients option from the Start Mail Merge group.

Step 5: Select Type a New List for creating an address list. A new address list dialog box will appear with few fields. If you want to remove unwanted address fields from your address list click on customize columns button shown in the following screenshot.

Step 6: When you click on customize columns button like in the previous step, a new dialog box will appear with Add, Delete and Rename button. Select the filed from field names and click on the Delete button as shown following screenshot.

<div>I have deleted unwanted fields like Company Name, Country or region, Home Phone, Work Phone, E-mail address etc. When you delete a field it will ask for confirmation to delete the selected field. Click on Yes button to delete. When you finished deletion click on OK button.

Step 7: Now click type the values for remaining fields. Type the complete list of recipients and click on ok button.

Step 8: Now save your address list.

Step 9: Now you will get insert merge field active. Click on Mailings ➝ Insert Merge Field. Observe the following screenshot. You will notice the columns or field title as highlighted in the following screenshot.

Step 10: Now place your cursor at the exact location where you need the address field. and click on the field. Repeat similar steps for all the fields. You will get merged address field like <<address field>>. 

Look at the following screenshot.

merged address fields - implement mail merge in documents 

Step 11: Now click on the preview results button. You can use the next previous button to navigate through the records.

Preview Merge Fields

Step 12: It will display preview as I am getting a preview for my first field like this:

Preview Field 1

Step 13: Now click on Mailings ➝ Finish & Merge.

Step 14: Now you can save all letters separately or print them directly or send by email messages.

 Edit individual documents: When you click on this option a dialog box will appear to merge the recipients and the document like All, current or specific records from_to. Observe the following screenshot. Select your desired option and click on ok button. You will get a new document with a number of pages as number addresses you have in your address list.

 

Finish and Merge all

1.      Print Documents: Similarly, you can use the print document option.

2.    Send Email Messages: To send email messages you need email id in your address list fields. To send this mail merged document by email you need outlook configured system.