1

Select document type

You can create merges for Letters, E-mail messages, Envelopes, Labels, Directory

Don't be afraid to try a merge with E-mail messages (you must keep email addresses in your mailing list).  The mail merge will actually send direct personalized emails to users in the same manner as a printed document.

2

Select starting document

You will: Use the current document, Start from a template, or Start from an existing document.

If you are starting with a new document, try using one of Microsoft's templates to make this even easier.

3

Select Recipients

You can: Use an existing list, Select from Outlook Contacts, Type a new list

If you Choose Type a New List, you will enter names manually and Word will create a "Data Source" for you, which will be an Access Database filed under a folder called My Data Sources.

If you choose to Use an existing list, click on Browse to find the table or spreadsheet or database you wish to use.

You can also choose to use an existing list, which can be an Access Database or an Excel Spreadsheet, or even an Excel Spreadsheet which was downloaded from a Colleague query. 

When you choose an existing list (this Mail Merge Recipients list uses the spreadsheet shown on the Mailing List page), you will be able to:

• Check or un-check the boxes to select or de-select any of the recipients

• Click on the header arrows to filter or sort your list

When you look up a list that is an Excel Spreadsheet, you may get the following message.  This box is just asking you which sheet in the workbook you wish to use. Just choose the first entry (if your workbook has only one sheet) or the correct sheet.

4

Write your letter

You can use the Word automatic merge fields for Address block, Greeting line, Electronic postage, or Postal bar code.  Or you can add your own merge fields.  Click on More items to add fields from your table, database or spreadsheet.

When you choose Address Block, the Insert Address Block window allows you to see a Preview of the address block.  If your fields match Microsoft's standard field names, this will appear correctly. 

When you choose to add a Greeting Line, the Greeting Line box will show you a preview.  Again, if the preview does not look right, click on Match Fields to correct this.

You can add More Fields to your letter by clicking on More Fields.  Use the Insert Merge Field box to insert any field from your database or spreadsheet to the document.  REMEMBER to click on the place in the document where you wish the field to appear BEFORE clicking More Fields.  Choose the field you wish to add and click Insert.

5

Preview your letters

The Preview your letters pane allows you to click on the forward and back arrows to view how the merged letters will look.  Notice that there is still only 1 page to this document; you can preview easily BEFORE a merged document is created.  You can make changes by editing the recipient list, or excluding any recipient.

6

Complete the Merge

You can print at this point, or edit individual letters.

If you choose to edit individual letters, it will ask you which records you wish to merge.  Word will then create a new document which you should save under a different name. 

HINT: If you are using a large database, it is recommended that you merge 50 records at a time for the printer.

Good Luck with your Merges.

Problems? Call the Help Desk at (412) 237-3275.