ARCHIVED: About mail merges using Microsoft Office in Windows

You can use the mail merge feature of Microsoft Word to automatically insert personal data (such as names and addresses) from many different people into form letters, directories, email messages, envelopes, or labels. You can pull this data from your Outlook Contacts or from another source.

To perform a mail merge using Word 2010 or 2007:

1. In Word, from the Mailings tab, click Start Mail Merge, and then select Step by Step Mail Merge Wizard.
2. In the Mail Merge task pane, under Select document type, click the type of document you want to work on. At the bottom of the task pane, click Next: Starting document.
3. Select Use the current document if you want to start fresh, or if you prefer, select a template or existing document. Click Next: Select recipients.
4. Choose one of these options:
   • To use a file or database (such as an Excel spreadsheet) with your intended recipients, choose Use an existing list, and then click Browse... to select the file.
   • To use your Outlook contacts:
     1. Choose Select from Outlook contacts, and then click Choose Contacts Folder. If you have more than one Contacts folder, select the folder(s) you want to use. Click OK.
     2. You will see a list of recipients. Uncheck the box next to any contact you do not want to include. If the list is correct, click OK.
     
     
   • To enter new recipient information directly in Word:
     1. Select Type a new list, and then click Create....
     2. In the New Address List dialog box, type information about each recipient in the appropriate fields (press Tab to advance to the next field). For additional recipients, either click New Entry or press Tab until you advance to the next line.
     3. When you are done, click OK. You will be prompted to save your address list.
     4. The Mail Merge Recipients dialog box will appear, with your recipients listed. If the list is correct, click OK.
   
   
5. Click Next: Write your letter and begin typing. When you come to a place where you'd like to insert data from your Outlook Contacts or other data source, click Insert Merge Field, and then select the field from the drop-down list.
6. When you are finished with your document, in the Mail Merge task pane, click Next: Preview your letters. To see individual records, click << or >>.
7. Click Next: Complete the merge. Depending on the type of document you are working on, you may see one or more of the following options:
   • Print...: Choosing this will take you to the Merge to Printer dialog box, where you can choose to print all your records, the current record, or a numbered range of records (e.g., records 4 to 7).
   • Edit individual letters... or To New Document...: Choosing this will take you to the Merge to New Document dialog box, where you can choose to send all, one, or a numbered range of records to a new Word document, which you can edit as you would any Word document. (This allows you to customize each letter.)
   • Electronic Mail...: Choosing this will take you to the Merge to E-mail dialog box, where you can enter a subject line, choose the mail format, and send all, one, or a numbered range of records as email messages. The Email_Address field of your recipient information appears in the To: box by default, but you can select a different field from the drop-down list.