Office Word Using Mail Merge
Hi everyone, today we’ll continue to look at ms office word, and a little bit of excel, to see how you can use mailmerge to quickly print out a list of letters, to be sent to different recipients and corresponding addresses, using a single page as a template and data in an excel file (don’t worry, its not that difficult, once you try it at least once).
1. enter data in excel file (see video, or below table for example) (have at least two fields, or column names in the first row, of name, and address), and add some rows of data corresponding to different recipients for each row.
| name | address |
| Kira | Archangel |
| Lacus | Space Colony |
| Aslan | Space Colony |
2. open a document in word
3. type some words to form the body of the letter (see video)
4. select Tools > Letters and Mailings > Mail Merge…
5. select Letters (for type of document you are working on) (note: we are printing letters here, so we select Letters option, you can select other options such as email messages depending on what you wish to send or print), then click Next: Starting document
6. select ‘Use the current document’ option, and click Next: Select recipients
7. select ‘Use an existing list’ option, click Browse, and browse to excel file containing the list of data (names and addresses of the recipients)
8. select the Sheet containing the list of data (in this case, its Sheet1$), and click OK
9. click OK
10. click Next: Write your letter
11. click on appropriate position in document
12. click Address block…
13. click Match Fields…
14. select ‘not matched’ for Last Name dropdown box
15. select ‘name’ field for First Name dropdown box (so value for first name will be matched with the value of corresponding row of the name column or field in the excel file and sheet, chosen early)
16. click OK
17. uncheck ‘Insert recipient’s name in this format’
18. select ‘Always include the country/region in the address’ option
19. click OK
20. click on appropriate position in document
21. click Greeting line…
22. click OK
23. click Next: Preview your letters
24. click on the arrow buttons to preview your letters when they are sent or printed for each recipient (based on data from each row of the list of data in the excel file)
25. click Next: Complete the merge
26. click Print…
27. select All option (to select to print all records)
28. click OK
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