Mail Merge
Mail MergeUse mail merge to personalize letters for bulk mailingsWhen you have bulk mail to send to people on your mailing list, you can use mail merge to create a batch of personalized letters. Each letter that is produced has identical layout, formatting, text, and graphics. Only specific sections of the letter vary and are personalized. There are three files involved in creating and printing letters using the mail merge process:Your main document This document contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. The body of the letter is an example of identical content.Your mailing list This is the data source that is used to populate information in the letter. Your mailing list has names, for example, and your main document is the letter that will be addressed to the names in your list. Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls information from the mailing list and puts it in your main document, resulting in a personalized letter for each person. You can learn more about how mail merge for letters works in the following video that is part of a training course. Step 1: Prepare your main documentBefore you begin the mail merge, prepare your letter. If you’re letting people know about an upcoming event, for example, include the name, date, time, and location of the event. It's those details that would be important to all recipients of your letter.On the Mailings tab, in the Start Mail Merge group, choose Start Mail Merge > Letters.In Word, type the body of the letter (example follows) you want to send to everyone.Step 2: Set up your mailing listThe mailing list is your data source. It can be an Excel spreadsheet, a directory of Outlook contacts, an Access database, or an Office address list. It contains the records that Word uses to pull information from to build your letter.Tips If you don’t have a mailing list, you can create one during mail merge. Before you start the mail merge process, collect all of your data records, and add them to your data source. If you're using an Excel spreadsheet, make sure the column for ZIP Codes or postal codes is formatted as text so that you don't lose any zeros.If you want to use your Outlook contacts, make sure Outlook is your default email program. Step 3: Link your mailing list to your main documentNow you're ready to open the data source for your mailing list and link it to your letter.On the Mailings tab, in the Start Mail Merge group, choose Select Recipients, and then choose an option. Do one of the following:If you don’t have a mailing list, choose Type a New List and create one.orIf your mailing list is in an Excel spreadsheet, an Access database, or another type of data file, choose Use an Existing List. Then browse to your list and choose Open.orIf you’re using your Outlook contacts, choose Choose from Outlook Contacts.Choose File > Save as. In the File name box, type a file name, and then choose Save.Edit recipient list If you’re creating and printing letters for everyone on your list, go to "Step 4: Add personalized content to your letter." If you want to send letters to people who live, for example, within 20 miles of an event you're hosting, then use a filter like a ZIP Code or a postal code to narrow the list.Choose Edit Recipient List.In the Mail Merge Recipients dialog box, select the check box next to the name of each person who you want to receive your email message.In the Mail Merge Recipients dialog box, there are options to refine the recipient list. The two most frequently used options are to sort and to filter the list to make it easier to find names and addresses.For more detailed information, see Sort and filter the data for a mail merge. Step 4: Add personalized content to your letterAdd content to your letter that’s different for each person who receives it—for example, their name and address. The best practice for adding these details is to insert merge fields in your main document.On the Mailings tab, in the Write & Insert Fields group, choose Address Block. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear in the letter.Choose OK. Note:?To view how an address will appear in the letter, under Preview, choose Preview Results. Choose the Next or Previous record button to move through records in your data source.In the Write & Insert group, choose Greeting Line.In the Insert Greeting Line dialog box, choose the format you want to use.Choose OK to insert the merge field in the letter. Choose File > Save to preserve the letter (example follows) you're creating for the mail merge. To insert other custom information in the letter from your mailing list, see add mail merge fields one at a time. Verify merge field names Make sure Word finds the names and addresses in your mailing list. On the Mailings tab, in the Write & Insert Fields group, choose Match Fields. Tip:?Merge Fields also can be opened from the Insert Address Block dialog box you used to add an address block to the main document. In the Match Fields dialog box, verify that the record fields that appear in the list match the names of column headings for records in your mailing list data source.Note:?There are two columns in the dialog box. The left column is a list of common names in a business record for example. The right column is the field name for the common name that is mapped to a column heading in your data source file. Do one of the following: If the field names shown match column headings you used for records in your mailing list data source, do nothing. orIf (not matched) appears in a field name that you expected to match a column heading in your data source, choose the drop-down arrow, and then choose the field name in your mailing list data source. Repeat as necessary.Choose OK. Format mail merge fields To change the font, size, or spacing of the merged content, select the merge field name and make the changes you want.On the Mailings tab, in the Preview Results group, choose Preview Results to switch from the merged results back to the mail merge fields in your letter.Choose the merge field name.On the Home tab, choose the font and the font size you want to use.On the Page Layout tab (Word 2013) or Layout tab (Word 2016), choose the paragraph spacing you want. Note:?Because Word treats each line in an Address Block as a paragraph, you might want to reduce the spacing between the lines.Step 5. Preview and print the lettersChoose Preview Results, and then choose the Next or Previous record button to make sure the names and addresses in the body of your letter look right.Tip:? To go to the start of the list, choose the First record button, and to go to the end of the list, choose the Last record button. Choose Finish & Merge > Print Documents.Step 6: Save your personalized letterWhen you save the mail merge document, it stays connected to your mailing list so that you can use it for your next bulk mailing. To reuse your mail merge document Open the mail merge document and choose Yes when Word prompts you to keep the connection. To change addresses in mail merge document Open the mail merge document and choose Edit Recipient List to sort, filter, and choose specific addresses. Mail merge using an Excel spreadsheetMail merge is used to create multiple documents at once. These documents have identical layout, formatting, text, and graphics. Only specific sections of each document varies and is personalized. The documents Word can create with mail merge include bulk labels, letters, envelopes, and emails. There are three documents involved in the mail merge process:Your main documentYour data sourceYour merged documentStep 1: Prepare data in Excel for mail mergeThe most important step in the mail merge process is to set up and prepare your data. You'll use your Excel spreadsheet as the data source for the recipient list. Here are some tips to prepare your data for a mail merge. Make sure: Column names in your spreadsheet match the field names you want to insert in your mail merge. For example, to address readers by their first name in your document, you'll need separate columns for first and last names.All data to be merged is present in the first sheet of your spreadsheet.Data entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values.The Excel spreadsheet to be used in the mail merge is stored on your local machine.Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word. Notes:?You can import information from your Excel spreadsheet by importing information from a comma-separated value (.csv) or a text (.txt) file and use the Text Import Wizard to build a new spreadsheet.For more information, see Format mail merge numbers, dates, and other values.Step 2: Start the mail mergeIn Word, choose File > New > Blank document.On the Mailings tab, in the Start Mail merge group, choose Start Mail Merge, and then choose the kind of merge you want to run.Choose Select Recipients > Use an Existing List.Browse to your Excel spreadsheet, and then choose Open.If Word prompts you, choose Sheet1$ > OK.Note:?Now the Excel spreadsheet is connected to the mail merge document you’re creating in Word.Edit your mailing list You can limit who receives your mail. Choose Edit Recipient List.In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you don't want to receive your mailing.Note:?You also can sort or filter the list to make it easier to find names and addresses. For more information about sorting and filtering items, see Sort and filter the data for a mail merge.Step 3: Insert a merge fieldYou can insert one or more mail merge fields that pull the information from your spreadsheet into your document. To insert an address block for an envelope, a label, an email message, or a letter On the Mailings tab, in the Write & Insert Fields group, choose Address Block. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear on the envelope.Choose OK. Choose File > Save. To insert a greeting line in an email message or a letter On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line. In the Insert Greeting Line dialog box, do the following: Under Greeting line format, change the salutation if necessary by choosing the greeting (Dear is the default), the format for the recipient name, and the ending punctuation (a comma is the default).andUnder Greeting line for invalid recipient names, choose an option in the salutation list.Choose OK. Choose File > Save. To insert data from your spreadsheet in an email message or a letter On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your spreadsheet), and then choose Insert.Repeat step 2 as needed, and choose Close when done.Choose File > Save. For more information about adding fields from your spreadsheet to the merge document, see Insert mail merge fields. And if you're interested in learning more about options for setting up email message, see Email merge in Word.Step 4: Preview and finish the mail mergeAfter you insert the merge fields you want, preview the results to confirm that the content is okay. and then you're ready to complete the merge process. On the Mailings tab, choose Preview Results.Choose the Next or Previous record button to move through records in your data source and view how the records will appear in the document.In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages.Step 5: Save your mail mergeWhen you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing.Open the mail merge document and choose Yes when Word prompts you to keep the connection. Use mail merge to send bulk email messagesIf you have a letter to send to many people via email that you want personalized for each recipient, use mail merge. You can create a batch of personalized email messages that are formatted identically and use the same text and graphics. Only specific sections of the email message vary and are personalized. Mail merge—unlike broadcasting a message to a group of people—makes each recipient of the message the sole recipient. There are three documents involved in creating email messages using the mail merge process:Your main document This document is your email message, it contains text and graphics (a logo or image, for example) that are identical for each version of the merged document.Your mailing list This document contains the data that is used to populate information on the letter. Your mailing list has names, for example, and your main document is the email message that will be addressed to the names in your list. Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls the formation from the mailing list and puts it in your main document, resulting a personalized, merged document for each person on the mailing list. Step 1: Set up your mailing listIn order to send emails, a MAPI-compatible email program like Outlook or Gmail needs to be installed. If you're using Outlook MAPI, make sure your versions of Word and Outlook are the same.The mailing list is your data source. It can be a directory of Outlook contacts, an Access database, or an Office address list. It contains the records that Word uses to pull information from to build your email messages.Tips If you don’t have a mailing list, you can create one during mail merge. Before you start the mail merge process, collect all of your data records, and add them to your data source. If you want to use your Outlook contacts, make sure Outlook is your default email program. Step 2: Prepare your main documentType the body of the letter you want to send to everyone in Word before you begin. If you’re telling people about an upcoming event, for example, include the name, date, time, and location of the event. Those event details are important for everyone to know.On the Mailings tab, in the Start Mail Merge group, choose Start Mail Merge > E-mail Messages.Step 3: Link your mailing list to your email messageNow it’s time to choose your recipients from a data source (an address list). Make sure your data source has a column for email addresses and that there's an email address for each person you’re sending the email to.On the Mailings tab, in the Start Mail Merge group, choose Select Recipients, and then choose an option.Do one of the following:If you don’t have a mailing list, choose Type a New List and create one.orIf your mailing list is in an Excel spreadsheet, an Access database, or another type of data file, choose Use an Existing List. Then browse to your list and choose Open.orIf you’re using your Outlook contacts, choose Choose from Outlook Contacts.Choose File > Save as. In the File name box, type a file name, and then choose Save.Edit your mailing list If you’re sending email messages to everyone on your list, go to Step 4: Add personalized content to the email message. If you want to send emails only to certain people on your list you can narrow the list, use the steps under Edit your mailing list. Choose Edit Recipient List.Check the names of the people who you want to receive your email message.You also can sort or filter the list to make it easier to find names and addresses.Step 4: Add personalized content to the email messagePersonalize each email message by adding a person's name and address. The best practice for adding these details is to insert merge fields in your main document.On the Mailings tab, in the Write & Insert Fields group, choose Address Block. In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear in the email.Note:?Under Preview, choose Preview Results, and then choose the Next or Previous record button to move through records in your data source and view how an address will appear in the letter.Choose OK to insert the merge field. In the Write & Insert group, choose Greeting Line.In the Insert Greeting Line dialog box, choose the format you want to use. Choose OK to insert the merge field.Choose File > Save. You can also add other fields from your data source to your email message. For more information, see Insert mail merge fields.Verify merge field names Make sure Word finds the names and addresses in your mailing list. On the Mailings tab, in the Write & Insert Fields group, choose Match Fields. Tip:?Merge Fields also can be opened from the Insert Address Block dialog box you used to add an address block to the main document. In the Match Fields dialog box, verify that the record fields that appear in the list match the names of column headings for records in your mailing list data source.Note:?There are two columns in the dialog box. The left column is a list of common names in a business record for example. The right column is the field name for the common name that is mapped to a column heading in your data source file. Do one of the following: If the field names shown match column headings you used for records in your mailing list data source, do nothing. orIf (not matched) appears in a field name that you expected to match a column heading in your data source, choose the drop-down arrow, and then choose the field name in your mailing list data source. Repeat as necessary.Choose OK. Step 5: Preview and finishAfter you add merge fields to your main document, you’re ready to preview the merge results. When you’re satisfied with the preview, complete the merge.Choose Preview Results, and then choose the Next or Previous record button to make sure the names and addresses in the body of your letter look right.Tip:? To go to the start of the list, choose the First record button, and to go to the end of the list, choose the Last record button. Choose Finish & Merge > Send E-mail Messages.In the To box, choose the name of the email address column in your list. Note:?Word sends an individual message to each email address. You can’t Cc or Bcc other recipients and you can’t add attachments to the email.In the Subject line box, type a subject line for the message.In the Mail format box, choose HTML (the default setting) or Plain text to send the document as the body of the email message.Important:?If you send the email message as Plain text, the main document won’t include any text formatting or graphics.Under Send records, do one of the following:Accept the default setting to merge and send All records.orChoose Current record and only the record viewable on your screen is sent the message.orChoose the last option, and in the From box, enter the record number to begin the merge, and in the To box, enter the record number to end the merge.Note:?An email is not sent to anyone with a record number excluded from the From-To range. Choose OK to run mail merge.Step 6: Save the personalized messageSave the message if you plan to use it for another mail merge.When you save the main document, you also save its connection to the data source you chose. The next time you open the main document, Word prompts you to choose whether to keep the connection to the data source.If you choose Yes, the document opens showing information merged with the first record. If you choose No, the connection between the main document and the data source is broken. The main document for the email becomes a standard Word document. ................
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