Word - Mail Merge for Letters

Tags Word
  1. Write the letter you would like to send, leaving spaces where you would like the merged information to be inserted.
  2. Save the letter
  3. With the letter open go to the Mailings tab
  4. Click Start Mail Merge > Letters

  1. Click Select Recipients button
  2. Choose your Excel address list from your File Manager and select Open

  1. Select the sheet that contains the list and click OK
  2. Select Edit Recipient List to verify that your columns are correctly named and that those people who will be sent a letter have a checkmark in from of their names. By default all entries in the Excel list will be checked

  1. In the letter, click the first space where a merge field is wanted.
  2. Select Insert Merge Field
  3. Choose the column name which contains the information for the appropriate field
  4. If you need an entire address block select the Address Block button, the address format will be shown on the right side, use the list on the left side to change the format if desired.
  5. If the address does not contain the correct fields select the Match Fields button and make sure that the names of your columns correspond with the names of the merge fields. If they do not correspond, select the down arrow next to ‘not matched’ and choose the column name that corresponds to the merge field. In the example below the merge field ‘Address 1’ should correspond to the Column heading ‘Street’.

  1. Select Ok when the address is correct.
  2. Choose OK to enter the Address Block in your document
  3. When all of your merge fields are inserted select Preview Results to view each letter
  4. Select Finish and Merge >
    1. Edit Individual Documents will save a new document which contain all of the letters in merged form
    2. Print Documents will print each letter but will not save a document will all the merged results
    3. Send Email Messages will open a dialog box where you can select a column from the merged Excel spreadsheet that contains an email address and add a subject line

 

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