Mail Merge in Word and Excel Full Explanation on Mail merge with related diagrams.

1. Mail Merge

2. Mail Merge
 Complete a Merge
 Create a Data Source File
 Create a Main Document
 Preview a Merge
 Check for Errors
 Merge Documents
 Merge Labels
 Merge a Directory
 Edit a Data Source File
 Insert Additional Fields
 Merge with Other Data Sources

3. Mail Merge
 A merge generally takes two files: a main
document and a data source file.
 The main document contains the standard text
and/or the fields that identify where variable
information will be inserted during the merge.
 The data source file contains the variable
information that will be inserted into the main
document.

4. Mail Merge
Mailings tab

5. Create a Data Source File
 Before you actually create the main document, you must
determine the type of variable information you will need to
insert into that document and create a data source file.
 Word provides predetermined field names for this purpose.
 Use these field names if they represent the data you are
creating.
 Variable information in a data source file is saved as a
record.
 A record is a series of fields, and each record contains all of
the information for one unit (for example, a person, family,
customer, client, or business).
 A data source file is a series of records.

6. Create a Data Source File…continued
To create a data source file:
1. Click the Mailings tab.
2. Click the Select Recipients
button in the Start Mail
Merge group.
3. Click the Type New List
option at the drop-down
list.
4. Type the data in the
predesigned or custom
fields.
5. Click OK.
Select Recipients
button

7. Create a Data Source File…continued
The fields in
one row make
a record.

8. Create a Data Source File…continued
To customize the predesigned fields:
1. At the New Address List dialog box,
click the Customize Columns
button.
2. Click the Add, Delete, or Rename
buttons in the Customize Address
List dialog box.
3. Click OK or Yes at any confirmation
dialog boxes.
4. Click OK to return to the New
Address List dialog box.
Customize Address List
dialog box

9. Create a Main Document
To create a main
document:
1. Click the Mailings tab.
2. Click the Start Mail
Merge button in the
Start Mail Merge group.
3. Click the desired
document type at the
drop-down list.
4. Type the main document
text and insert fields as
needed.
Start Mail Merge
button

10. Create a Main Document…continued
To insert address fields:
1. Click the Mailings tab.
2. Click the Address Block
button in the Write &
Insert Fields group.
3. At the Insert Address
Block dialog box, click
the OK button.
Address Block
button

11. Create a Main Document…continued
Insert Address
dialog box

12. Create a Main Document…continued
To insert greeting line fields:
1. Click the Mailings tab.
2. Click the Greeting Line
button in the Write &
Insert Fields group.
3. At the Insert Greeting
Line dialog box, make the
desired changes.
4. Click OK. Insert Greeting
Line dialog box

13. Create a Main Document…continued
To insert a field:
1. Click the Mailings
tab.
2. Click the Insert
Merge Field button
arrow in the Write &
Insert Fields group.
3. Click the desired field
in the drop-down list. Insert Merge Field
button arrow

14. Preview a Merge
To view the main
document:
1. Click the Mailings
tab.
2. Click the Preview
Results button in the
Preview Results
group.
Preview Results
button

15. Preview a Merge…continued
First Record
button
Previous Record
button
Go to Record
button
Next Record
button
Last Record
button

16. Merge Documents
To merge documents and create a
new document:
1. Click the Mailings tab.
2. Click the Finish & Merge button
in the Finish group.
3. Click the Edit Individual
Documents at the drop-down list.
4. Make sure All is selected in the
Merge to New Document dialog
box.
5. Click OK.
Finish & Merge
button

17. Merge Documents…continued
 You can identify specific
records you want merged with
options at the Merge to New
Document dialog box.
 Display this dialog box by
clicking the Finish & Merge
button in the Mailings tab and
then clicking the Edit Individual
Documents option at the drop-
down list.
Merge to New
Document dialog box