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Steps in Creating Simple Mail Merge

This document provides a 30-step process for creating a simple mail merge in Microsoft Word: 1) Open a new blank Word document and select "Start Mail Merge" to begin a mail merge letter. 2) Type the common parts of the letter that do not change for each recipient. 3) Save the letter and insert recipient fields like Name, Address, etc. using capital letters. 4) Select recipients by clicking "Select Recipients" and customize the address fields as needed. 5) Insert the recipient data fields into the letter and save to complete the mail merge.

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Rudula Amper
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© © All Rights Reserved
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Download as PDF, TXT or read online on Scribd
2K views

Steps in Creating Simple Mail Merge

This document provides a 30-step process for creating a simple mail merge in Microsoft Word: 1) Open a new blank Word document and select "Start Mail Merge" to begin a mail merge letter. 2) Type the common parts of the letter that do not change for each recipient. 3) Save the letter and insert recipient fields like Name, Address, etc. using capital letters. 4) Select recipients by clicking "Select Recipients" and customize the address fields as needed. 5) Insert the recipient data fields into the letter and save to complete the mail merge.

Uploaded by

Rudula Amper
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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GROUP 1 TOPAZ

Steps in creating simple mail merge

1. Open Microsoft word and start a new blank

document. You can use the keyboard shortcut Ctrl+N

after Microsoft word has been loaded or opened

2. On the Mailings tab, from the start mail merge group,


Choose start mail merge letters

Type the letter below. You will be typing in only common parts of the letter. The text
that does not change for each copy you print.

3. Save you letter and name it ‘’ sample letter.’’


4. Insert the fields you need in the letter (Name, Company, Address Line 1, Address Line 2,
Address Line 3, and Title). You may want to make special markings on these fields as you
are typing it. Most common marking you can do is by typing it in capital letters or ALL
CAPS so can easily identify them later.
5. Save the main document once more. You can use Ctrl+S to quickly do this step.
6. On the Mailings tab in the Start Mail Merge group, choose Select RecipientsType a
New List.
7. Click the Customize
Columns button on
the dialog box for the
New Address List

This will allow you to modify the fields in the address list that Microsoft Word as
pre-determined.
8. Select a field if you don’t need then click the Delete button. A confirmation dialogue box
appears.
9. Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary
fields disappears.
10. Repeat steps 8 and 9 for each field you do not need. After removing the excess field, the
next is to add the fields you need.
11. To add a field that you need in your document, click the Add button.
12. Type the field name on the prompt inside a small Add Field dialog box and click the Ok
button.

13. Repeat steps 11 and 12 for each new field you need in your main document.
14. Click the Ok button on the customize address list dialog box to confirm your changes.
15. The new address list dialog box will appear again ready for you to type in your data.
16. Type the individual data from your list corresponding to Name, Company, Address Line
1, Address Line 2, Address Line 3 and Title
17. Press the Tab key each time to enter the next field.
18. To add a new record, press the Tab key after inputting the last field. When you press the
Tab key on the last field in a record, a new record automatically created and added on
the next line.
19. Repeat steps 16 through 18 until you enter all the records you want.
Once you’re done typing your data, click the Ok button on the Add New List dialog box
to save your data. A special Save Address List dialog box pops up, allowing you to save the
recipients list.

20. Type a name for the address list. Name it ‘’Client List’’.
21. Click the Save button. You should be back on your main document soon after.
22. Select a field placeholder (ALL CAPS) in the main document.
23. Click the Insert Merge Field command button.
24. Choose the proper field to insert into your text. For example, if you are replacing the
text name in your document with a name field, choose the Name Field from the Insert
Merge Filed menu. The field is inserted into your document and replaces the ALL CAPS
text.
25. Continue adding fields until the document is complete. Repeat steps 22 through 24 as
necessary to stick all fields into your document.
26. Save the main document.
27. Choose Finish & Merge to edit, print , or send your emerged documents through email.

28. Or you may want to choose Preview Results to check your work before you send it.
29. You should get a merged document close to this one:

If you decide to print the document, the merge to printer dialog box appears, from
which you can choose records to print. Choose all to print your entire document.
Alternatively, you can specify which records to prints. Click ok. The traditional print
dialog box appears. Click the ok button again to print your documents.
30. Save and close your document.

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