MS Word Mail Merge Tutorial

1. Word Processor: Mail Merge
Mail Merge is the process of combining a formal letter with
the content of a database, usually a name or address list.
Mail Merge is the special feature in MS Word using which we
can create multiple individual letters using a data list.
Mail Merge needs two documents. They are:
Main Document - It is the official letter in the form of
invitation. It contains text and graphics.
Data Source - It contains names and addresses of friends,
clients, etc. it is actually a word document with tables or an
excel file.
In Mail Merge the main or official letter is known as main
document.
Advantages of Mail Merge:
1. With the help of Mail Merge we can send same letter or
invitation to a large number of people.
2. It is time saving process.

2. 3. It is economical and fastest way to send large number of
personalised letter.
4. We need to only proread the main document.
5. Any change made in the main letter will be reflected in
other letter to be sent to all recipient.
6. In case we don't printer mail merged documents can be
easily be saved for future use.
Steps to be followed during Mail Merge
Step1: Open a blank document in MS Word.
Step2: Write a letter that is to be sent.
Step3: Save the file with a suitable name.
Step4: Click on 'Mailings and then on 'Start Mail Merge'.
Step5: Select 'Step-by-Step Mail Merge Wizard' from the
drop-down list. Thus, the process of Mail Merge begins.
The Complete process of Mail Merge is done in six different
steps. These steps are explained as follows:
Step 1 of 6: Select Document type

3.  Select the document type as 'Letters' from the Mail
Merge Pane.
 Click on 'Next: Starting document' from lower right part
of Mail Merge pane to go to next step.
Step 2 of 6: Select Starting document
 Click on 'Use the current document' from the Mail Merge
pane.
 Click on 'Next: Select recipients' from lower right part
of the Mail Merge pane to go to the next step.

4. Step 3 of 6: Select recipients
 Click on 'Type a new list' from the Mail Merge pane.
 Click on 'Next: Write your letter' or click on 'Create'
from the Mail Merge pane to go to the next step.
 It displays the 'New Address List' window on the screen.
 Click on 'Customize Columns' which displays the
'Customize Address List' window on the screen.

5.  A list of 'Field Names' appears in this window. Delete
the fields that are not required using 'Delete' option.
 Those fields that are required for invitations remain in
the customised address list [say, name and city]. You can
easily Customise your address list as per your
requirements.
 Now, enter the name and address in the space provided
in the 'New Address List'.
 Click on the 'New Entry' option as soon as you complete
an entry.
 Finally, Click 'OK'.

6.  Now the 'Save Address List' window appears on the
screen.
 Enter a suitable file name [say, Party Invitation] in the
space provided.
 Click 'Save'.
 'Mail Merge Recipients' box open that shows details of
the recipients. You can edit list to make any changes in
the recipients.

7.  Now Click 'OK'
Step 4 of 6: Write your Letters
Now you can set the database fields in your letter by
indicating the position of the cursor.
 Click on ' More Items' in the Mail Merge pane.
 An 'Insert Merge Field' window appears on the screen. It
contains all the selected fields.
 Click on 'Database Fields'.
 Now, set the position of the cursor where you want to
insert the field value in the document.

8.  Click 'Insert' to place the field value at that position.
 Press 'Enter' key and continue the process for the rest of
the field values.
 Now Click on 'Close' button.
 Click 'Next: Preview your Letters' from the lower right
part of the Mail Merge pane to go to the next step.
Step 5 of 6: Preview your Letters
To preview your letters along with desired fields at the desired
location.
 Use the >> Button to view the next letter and the <<
button to view the previous letter.
 Click on 'Next: Complete the merge' from the lower right
part of the Mail Merge pane to go to the next step.
Step 6 of 6: Complete the merge
Now, you are ready with Mail Merge. You can print all the
letters directly by clicking the 'Print' option from the Mail
Merge pane. Otherwise click on 'Edit' Individual Letters' that
display the 'Merge to New Document' window.
 Select 'All' if you want to merge all the records.
 Click 'OK'
 Now your merged document is available on the screen
with the first recipient. You can view all the recipients by
scrolling the vertical bar.
Saving the Merged Document
 Click on the 'File' button.
 Select 'Save As' option.

9.  Enter the file name in the space provided in the 'Save As'
window.
 Click 'Save'.
Print the Merged Document
You can take out the hard copy of the merged document by
following these steps:
 Click on 'File' button.
 Select and click the 'Print' option from the drop-down
menu.
 Click 'Printer Properties' and select the printer attached to
your system.
 Under 'Settings' select 'Print All Pages' and the number
of copies.
 By Default, the system print one copy of the document.
 Finally, Click the 'Print' button
The merged document is finally printed.
Objective Questions of Mail Merge
Fill in the Blanks:
1. The default extension of a MS Word is ___________
a. .exe
b. .net
c. .dot
d. .docx
2. In mail merge, the main document is known as ______.
a. informal letter
b. official letter
c. data source

10. d. file
3. The document that contain text and graphics is
a. document area
b. main document
c. excel file
d. informal letter
4. In mail Merge, the list of recipients can be edited in the
___________ window.
a. starting document
b. recipients' list
c. document area
d. none
5. Mail Merge can be started by clicking on the _____ option
in the Ribbon.
a. Mailing
b. Review
c. File
d. Insert
6. Each copy of the letter has _____ entry from the database
to make a complete database.
a. 2
b. 1
c. 3
d. 0
7. Mail Merge option is found in _______ tab.
a. Review tab
b. File tab
c. Mailing tab
d. Home tab

11. 8. Where does the mail merge appears on the MS Word
window.
a. right
b. left
c. centre
d. none
9. What instruct MS Word to insert the data source
information in the main document?
a. recipient list
b. merged field
c. data field
d. none
10. Where is preview result button present in Ms Word?
a. Insert tab
b. View tab
c. Mailing tab
d. Home tab
Answers
1 d
2 b
3 b
4 b
5 a
6 b
7 d
8 a
9 b
10 c