Use mail merge for bulk email, letters, labels, and envelopes
Mail Tuforial is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Mergeyou will need a Word document you can start with an existing one or microsoft word 2016 mail merge tutorial free a new one and a recipient listwhich is typically an Excel workbook.
Optional: If you’d like to work along with the lesson, you can download the examples below:. The Mail Merge pane will appear and guide you through the продолжить чтение main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter merhe a recipient list. Frde you’ll need an address list so Microsoft word 2016 mail merge tutorial free can automatically place each address into the document.
The list can be in an existing file, such as wird Excel workbookor you can type a new address list from within the Mail Merge Wizard. If you don’t have an existing address list, you can microsoft visual studio ultimate free the Type a new list button and click Createthen type your address list manually. Now you’re ready to write по этому адресу letter. When it’s printed, each copy of the letter will basically be the maul only the recipient data such as the name and address will be different.
You’ll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data. For some letters, you’ll only need to add an Address block and Greeting line. But tutirial can also add more placeholders such as recipients’ names or addresses in the body of the letter to personalize it even further.
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Video: Mail merge – Question Info
For example, you can insert an IF field that inserts text only if a particular merge field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document. Do not format the data in the data source, because its formatting is not retained when you merge the data into the document.
To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab.
When you work with fields, a switch is a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding.
To do this, follow these steps:. When the wizard displays the “Step 5 Mail Merge” task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.
Therefore, you can see how your first output document will look. For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters :. February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods:. To locate and preview a specific item, click Find a recipient , and then enter the search criteria in the Find Entry dialog box.
To exclude a particular recipient from the merge operation, click Exclude this recipient. To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box. To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document.
In the Merge to New Document dialog box, select the records that you want to merge. Click OK. Word creates and opens a new merged document. Your main document also remains open, and you can switch back to it if you want to change all the documents. In Word and in earlier versions of Word, click Print on the File menu. In the Merge to Printer dialog box, use one of the following methods, and then click OK:. To print the document that you see in the document window, click Current record.
To print a range of documents, click From, and then type the record numbers in the From and To boxes. If you want to edit merged letters or to save them for later use, you can collect them into a single document. To merge only the document that you see in the document window, click Current record. To merge a range of documents, click From, and then type the record numbers in the From and To boxes.
Word opens a single new document that contains all the individual letters. You can then save the document for later use, just as you would any regular document. For more information, click the following article numbers to view the articles in the Microsoft Knowledge Base:. Need more help? Expand your skills. Get new features first.
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This is particularly useful if your email contains a lot of merge fields. If everything looks okay, click Next to complete the merge. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions.
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Word Mail Merge.
The list can be in an existing file, such as an Excel workbook , or you can type a new address list from within the Mail Merge Wizard. If you don’t have an existing address list, you can click the Type a new list button and click Create , then type your address list manually. Now you’re ready to write your letter.
To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses. Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document.
Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.
For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block.
Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge. Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient’s name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name.
If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields.
Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.
Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:.
To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields.
You cannot type merge field characters ” ” or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu. For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:.
Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge.
The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process. For example, you can insert an IF field that inserts text only if a particular merge field has a specified value.
Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document. Do not format the data in the data source, because its formatting is not retained when you merge the data into the document. To change the format of the merged data, follow these steps:.
In the Start from existing box, select the document that you want, and then click Open. If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the “My Data Sources” folder.
If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:. Use the check boxes to designate recipients. This method is most useful if the list is short.
Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want.
Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading.
Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information.
For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records. Create a directory of names, addresses, and other information.
Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don’t yet have a data source, you can type it up in Word, as part of the mail merge process.
Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word.
For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Outlook Contact List contains data in a format that can be read by Word.
See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word. Create envelopes by using mail merge in Word.
Create and print labels using mail merge. If you have the Word desktop application, open the document there and perform a mail merge there.
Data sources Your first step in setting up a mail merge is to pick the source of data you’ll use for the personalized information. Excel or Outlook If you know you’ll be using Excel or Outlook as the source of your data, see: Mail merge using an Excel spreadsheet Use Outlook contacts as a data source for a mail merge Document types Word provides tools for incorporating your data into the following kinds of documents.
Create and print mailing labels for an address list in Excel. Use Word mail merge for email. You can add individual elements to any part of a label, letter, envelope, or email, from the greeting to the entire document, even images.
A recipient list can come from one of three places: an existing list, such as a mailing list you created in Microsoft Excel, Microsoft Outlook contacts, or you can type a new list. Then, start by sending email only to contacts with last names that begin with B, C and D. So the wizard can help you get up to speed with mail merge. But once you know the process, you can often go faster by entering options directly. Table of contents. Mail merge. Next: Take mail merge to the next level.
Table of contents Mail merge. Word training. Click where you want to add the greeting. Click Greeting Line.