Microsoft office word mail merge wizard

Skip to navigation Skip to main content Skip to primary sidebar Skip to secondary sidebar Skip to footer Smart Office philippospan. Mail Merge uses the following two components: The Main Document , which contains the text and all the other objects that we want to repeat in each Letter or Document.

The Data Source , which contains the recipient information, that is, the items that change in each letter. For example, name, address, zip code, and more. In each record, a single information in the Data Source , such as the first name, or last name, is called a Field.

Step 1: Begin the Mail Merge. Step 2: Select the Document Type. Step 4: Insert appropriate Fields in your Document. Step 5: Complete the Mail Merge. Step 6: Preview and Print the Merged Documents. Step 7: Save your Mail Merged Documents. Microsoft Master Specialist: This certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system.

View all posts by Smart Office - philippospan ». Search for:. Follow Following. Smart Office Join other followers. Delete the one we have there now and click Greeting line. First, select a format. Down here, you can click through the contacts to preview the greeting line for each one. And Word inserts the merge field. This is particularly useful if your email contains a lot of merge fields.

If everything looks okay, click Next to complete the merge. Need more help? Expand your skills. Get new features first. Was this information helpful? Yes No. Thank you! Any more feedback? The more you tell us the more we can help. Can you help us improve? Resolved my issue. Clear instructions. Easy to follow. Each field name should be unique.

The table should contain no blank rows. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base: How to design and set up a mail merge address list in Word and in later versions of Word Step 2: Set Up the Main Document In Microsoft Office Word and in earlier versions of Word, point to Letters and Mailings on the Tools menu, and then click Mail Merge Wizard.

Click Next: Starting document. Use one of the following methods: Start with the document that is currently shown in the document window. Start with a template. To do this, follow these steps: Click Start from a template. Click Select template. Start with an existing document. To do this, follow these steps: Click Start from existing document. Click Next: Select recipients.

Click Browse. Click Open. Step 4: Select the Recipients In the Mail Merge Recipients dialog box, select the recipients that you want to include.

To do this, use one of the following methods: Use the check boxes to designate recipients. To filter the list, follow these steps: Click the arrow next to the column heading of the element that you want to filter by. Click any of the following: Blanks : This option displays all the records in which the corresponding field is blank. Notes For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Click Next: Write your letter.

Step 5: Complete the Letter and Add Merge Fields If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert Merge Fields Insert merge fields where you want to merge names, addresses, and other information from the data source.

To insert merge fields, follow these steps: In the main document, click where you want to insert the field. Insert any of the following: Address block with name, address, and other information: Click Address block. Greeting line: Click Greeting line. Other fields of information: Click More items.

Use one of the following methods: Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields.

In the Fields box, click the field that you want. Click Insert, and then click Close. To use electronic postage, follow these steps: Click Electronic postage. Repeat steps a and b for all the fields that you want to insert. For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following: February 26, AddressBlock GreetingLine Type your letter here.

Sincerely, Type your name here Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. Change the Format of the Merged Data To format merged data, you must format the merge fields in the main document. Examples of how to use switches are as follows: To display the number Step 6: Save the Document After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding.

Name the document, and then click Save. Click Next: Preview your letters. Step 7: Preview the Letters and Fine-Tune the Recipient List When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.

For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters : February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods: To preview the items in order, click the left or right arrow buttons. Fine-tune the recipient list if you want.

To do this, use one of the following methods: To exclude a particular recipient from the merge operation, click Exclude this recipient. Step 8: Complete the Merge To complete the merge, use any of the following methods. Personalize Individual Letters To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document.

To do this, follow these steps: Click Edit individual letters. Scroll to the information that you want to edit, and then make your changes. Print or save the document just as you would any regular document. Print the Letters To print the letters, use one of the following methods: If you personalized the items and if the merged document is active, follow these steps: In Word and in earlier versions of Word, click Print on the File menu. Select the options that you want. In the Merge to Printer dialog box, use one of the following methods, and then click OK: To print all the documents, click All.

That's already been suggested in the other forum In reply to macropod's post on May 7, Hello, I tried the steps below, and I re-installed office Pro but no luck. Things may have moved fwd in that after finishing the merge to email in text format the hourglass win7 spins for a bit but nothing shows at the destination account or the outlook Sent or Out box.

Perhaps the worst part is that I remember similar grief when I tried this last time, mind you that was nine years ago. Somehow I got around it then so if there's any other ideas I'm all ears.

Then restart. Find Outlook's. EXE utility. Recreate your Outlook profile. If you're trying to send the emails as HTML, try send them as plain text instead.