The Easiest Way to Create a Mail Merge in Microsoft Word


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When that you must print letters or ship emails to many shoppers, purchasers, or staff, you are able to do so rapidly utilizing a mail merge. With the mail merge wizard in Microsoft Phrase, you’ll be able to set this up in simply minutes.

A mail merge enables you to compose the bottom of the message, insert the names, and create all of the letters at one time. The good half about Phrase’s mail merge wizard is that you need to use an present checklist or create one on the fly. You can even customise varied components of the letter and use the merge for labels or envelopes along with emails and letters.

Create a Mail Merge in Phrase

With the recognition of sending business emails, as opposed to physical letters, let’s use an example of creating an email mail merge. Open a Microsoft Word document and compose your message.

If you end your message and are able to create the merge, go to the Mailings tab. Use the Begin Mail Merge drop-down arrow to pick out “Step-by-Step Mail Merge Wizard.”

Start Mail Merge for Wizard access in Word

You’ll see a sidebar open on the precise which walks you thru the mail merge course of. Mark the E-mail Messages choice on the high and click on “Subsequent: Beginning Doc” on the backside.

Document types for a mail merge

Subsequent, select the Use the Present Doc choice. In case you do wish to begin recent with a template or from a unique doc, select that choice as an alternative.

Click on “Subsequent: Choose Recipients” on the backside of the sidebar.

Document types for a mail merge in Word

Add the Recipients

Now you’ll be able to select your recipient list or create one with the following options.

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Use an Present Checklist: Choose this selection and click on “Browse” to find your file. When it opens in Phrase, you’ll see a field the place you’ll be able to refine your checklist should you like. Type, filter, discover duplicates, or validate the addresses. You can even use the checkboxes to pick out and deselect recipients.

Existing recipient list refine options

Choose From Outlook Contacts: Mark this selection and click on “Select Contacts Folder” to select the folder. You’ll then see the contacts from that folder seem in a field similar to above the place you’ll be able to refine your checklist.

Outlook contact folder options

Sort a New Checklist: Choose this selection after which click on “Create” to enter the recipients’ particulars within the pop-up window. You need to use any of the fields you want and customise the columns.

New list creation window

After you choose your recipients, click on “Subsequent: Write Your E-mail Message” on the backside of the sidebar.

Full Your Message

You possibly can then select from the blocks you see so as to add the recipient particulars to your message.

Available blocks for a mail merge

Deal with Block: Place your cursor within the doc the place you need the tackle block. Then, select a format for the recipient names, whether or not you wish to embody an organization title or postal tackle, and different particulars in regards to the location.

You’ll see a preview of every recipient on the precise and may use the arrows on the high to maneuver by means of and evaluate them. If one thing is lacking, click on “Match Fields” to right this.

Address block format options

Click on “OK” if you end. You’ll see the Deal with Block variable in your doc within the location you chose.

Address block variable in Word

Greeting Line: Place your cursor within the doc the place you need the greeting line. Choose a salutation and format for the greeting line in addition to a default for invalid recipient names. Preview every through the use of the arrows and field towards the underside.

Greeting line format options

Click on “OK” if you’re performed and also you’ll see the Greeting Line variable in your doc.

Greeting line variable in Word

Digital Postage: You probably have digital postage software program put in in your pc, choose this selection and observe the prompts.

Extra Gadgets: So as to add extra fields corresponding to cellphone numbers or further tackle traces, place your cursor within the doc the place you need the fields, select this selection, and full the main points. Click on “Insert” or “Match Fields” to complete.

Other available mail merge fields

To take away any of the objects you added, merely choose the variable and delete it from the doc.

Choose “Subsequent: Preview Your E-mail Messages” on the backside of the sidebar.

Preview and Ship the Emails

You’ll then see a preview of the letter with the variables crammed in together with your recipients’ details. Use the arrows in the sidebar to preview each message. To make changes to your recipients, select “Edit Recipient List” or to go back and edit the document, use the links for the steps at the bottom of the sidebar.

Mail merge preview

If you end, click on “Subsequent: Full the Merge” after which choose “Digital Mail” to finish the To, Topic Line, and Mail Format particulars. Optionally, you’ll be able to ship to solely sure recipients. Click on “OK” to ship the emails through Outlook.

Mail field completion box

Different Varieties of Mail Merge Paperwork

In case you select a unique sort of mail merge in Phrase, you’ll see solely slight variances with the wizard.

Letters and Listing: You possibly can add the identical particulars as with emails, however on the finish you’ll be able to print or edit the person letters or ship the listing to a brand new doc.

Envelopes and Labels: You possibly can choose from totally different choices corresponding to envelope dimension, label sort, and font. Then, print your envelopes or labels.

You possibly can create a mail merge in Microsoft Phrase from scratch for emails, letters, envelopes, or labels utilizing the Mailings tab. However for the simplest approach to arrange a merge in Phrase, take a look at the mail merge wizard.

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