Merging with the Future – Mail Merge in MS Word

Mail merge in Microsoft Word is one of those programs that once you know how to do it, you will wonder how you lived without it. Using the mail merge part of Microsoft Word is much easier than you might think.

First, create an excel spreadsheet with the data you want in your final document for example a mailing list for Christmas cards or a mailing list for a mailing at work. Next you open Microsoft Word and go to the Tools tab at the top. In Tools you will find a tab marked “Letters and Mailings”, click on this and you’ll see a sub-tab marked “Mail Merge”.

Once you have done this you will need to choose the document type you want form a list that has such projects on it as letters, envelopes, labels and so on. Click on “Next: Starting Document” which is located down at the bottom right, in blue. For envelopes or labels, click on “Envelope Options” or “Label Options” in blue, in the middle of the screen on the right. When doing labels or envelopes you will also need to choose your envelope or label size. After doing this click “OK”. When doing letters make sure “Use the Current Document” is checked.

Next you want to choose who you are sending your mailing to so click on “Next: Select Recipients”. Make sure “Use an existing list” is checked, if you don’t the program will ask you to create a new list. After this click on “Browse” in the middle of screen, in blue, and locate the excel spreadsheet that contains your data, when you find it click “open”.

At this point this is your chance to organize your data if you want to. You can sort; select only certain records, as well as a number of other options. When you’re ready, hit “OK”.

Click “Next: âÂ?¦âÂ?¦.” in the bottom right corner of the screen.

Finally, click on “More Items” and position your curser in your document where you want to insert your merge fields, for example for envelopes, position the curser in the middle of the envelope. After this select which fields you want inserted into your document. Double click the fields to insert them and when you are finished doing this click “Close”.

For labels click on “Update all labels” in the middle of the right side of the screen and then click “Next: âÂ?¦âÂ?¦âÂ?¦”

Look at your document. Does it look right? If not, click “Previous: âÂ?¦..” at the bottom right corner of the screen and make corrections. If the document looks right, click “Next: Complete the merge”. You have just merged with the future!