Introduction to Mail Merge

• Mailmerge is a function of Word which allows you to merge data from a database into a document.
• You can accomplish simple tasks such as
  • generating address labels
  • Form letters
  • or even fake grade sheets.
  A number of databases can be used, but we will use an excel table.
  • Download and save the workbook
  • It has a single worksheet which lists friends names, address and a location where we meet each year.
  • Important, but not critical, the first row contains titles.
• We will also use a simple form letter in this file.
  • You should save and open this document.
• A simple mail merge.
  • Click on the MAILINGS tab.
  • Select Step by Step Mail Merge Wizard.
  • 
  • Since we are creating a letter, no need to change the document type.
  • So just click on Next: Starting document on the bottom.
  • We will use the current document, so we can go to Next: Select recipients
  • We will use the excel workbook from above, so click on Browse ... and select this file.
  • 
  • We can now filter, sort, add and eliminate people using the Mail Merge Recipients dialog box.
    • For example, there is a blank line at the end of the table, so mark that.
    • And perhaps, I am not going to send Congressman Reynolds a letter this year, so unmark him as well.
  • 
  • Now select Next: Write your letter
  • In this step we will be replacing place holders I put into the letter with mail merge fields.
    • First build the address
    • 
    • Highlight Title
    • Select Insert Merge Field and choose the matching title field.
    • 
    • This will replace title with <<title>>
    • IMPORTANT: This is a special field, do not just type the less than and greater than signs.
    • 
    • Repeat this for the other fields.
    • 
  • We are finished so select Next: Preview your letters
  • I had a typo, in the first line I had "will", but want "well", so let's fix it.
    • Select Previous: Write your letter
    • Fix the problem.
    • Also change the final line to Have a Merry Christmas <<Familiar>>,
  • Once again select Next: Preview your letters
  • You can step through the letters with the Recipient buttons
  • 
  • Finish by selecting Next: Complete the merge
  • You can now either edit the letters or just print them out.
• There are many more options
  • Print envelopes or mailing labels.
  • Print Nametags from a file.
  • Most labels/nametags/... you purchase have a template to make this easier.
• Address labels.
  • Start a new document.
  • Select MAILINGS
  • Assume we have a box of Avery 5160 Address labels from Walmart
  • Select Start Mail Merge but this time, select Labels
    • Select Avery US Letter in the Label Vendors box.
    • Find and Select 5160 in the Product Number box.
    • Click on OK
    • 
    • Now click on Select Recipients and choose Use an Existing List
      • Once again select your Friends.xlsx worksheet.
    • Select Edit Recipient List
      • Again, remove anyone you don't want to send a letter to.
      • 
    • Notice, that now we have a number of fields indicating <<Next Record >>
      • These will eventually be our addresses.
    • Insert the merge fields as before
      • The cursor is in the right place to start
      • We want

        Title First Last
        Street
        City State Zip
        		   

      • So select these from the Insert Merge Field box.
      • You can insert all of them, then go back and insert spaces and newlines once you close the box.
      • 
    • Update all labels
      • The mail merge wizard will remind you to do this if your are using it.
      • But this will copy the setup to the entire document.
      • Just click on the box.
      • 
      • This shows the button and the results.
      • Any time you edit the first label, you will need to update all labels in this manner.
      • Make sure you edit the first!
    • You can now Preview Result
    • And Finish & Merge
    • 
• This is just an overview so you can see how to do it.
• As before, there are many more options and tools to assist in this process.