Mail Merge Letters in Microsoft Word
Our demonstration uses Excel as the data source because it most commonly is.
Who knows why Microsoft insists on pushing us to use Word (in older versions)
and now Access (in newer versions) to store our data source files.
First, turn on the Mail Merge toolbar by going to ToolsŕLetters
& MailingsŕShow Mail Merge Toolbar.
Create a new, blank document or open the letter you've previously created.
Select the Open Data Source button on the Mail Merge toolbar and browse to the
file in which you have entered the addresses.
A new window opens up asking you to select the data source file. Change the
Files of type to Excel files (*.xls), and then choose your file and hit Open.
Another window requests that you choose which worksheet or named range of the
Excel file contains the data. Most often, you'll choose Sheet1 and hit OK.
At this point, if you want to choose only certain recipients, you can hit the
Edit Recipients button on the Mail Merge toolbar.
Check/uncheck recipients, following the instructions at the top of the
dialog, and using the buttons at the bottom. Hit OK.
If you haven't already done so, type the letter as you want to send it. Now place the cursor where you want the address to be printed in the Letter.
Click on Insert Address Block or, better yet, see
this article to learn
how to insert individual fields.
Select the options you
need and click OK.
The merge field code is automatically inserted.
Tip: If you don't like the results of the Address Block,
you can use individual merge fields instead. You can access them by clicking
Insert Merge Fields on the Mail Merge toolbar. See
Click on the View Merged Data button on the Mail Merge toolbar if you'd like
to see the results of merging the first record in your data source file.
Here is a sample of the results. Don't worry, that gray shading won't print.
You can browse through records by clicking the Next Record button on the Mail
Merge toolbar. By viewing the first few records, you can ensure you get your
If you are happy with the "preview", turn off the View Merged Data button. If
you will use your letter again later, save the document now.
Click the Merge to New Document or Merge to Printer icons to continue with
Merge to New Document
Choosing this option is safest. You'll be able to see all your merged letters
at once. Please see
for learning how to print only certain letters instead of all of them.
(Generally, the new document that is created is printed and not saved by the
user. You can
instead create a new column in your data source file with a heading, perhaps, of "Sent
Letter1" and insert the date in each record of the Excel file. So, instead
of saving documents, your recordkeeping is stored in the data file.)
Merge to Printer
If you're confident that your mail merge has been set up properly, or you've
run it before, you can use this option to send the documents directly to the
Merge to Email
If your data source file contains an email address for each
recipient, you can use the Merge to Email option.
Fill in the Subject line. Make sure you use HTML format if you
have anything more than plain text in your document.
OfficeArtilces.com debuted on May 26, 2005.
MrExcel.com provides examples of Formulas, Functions and Visual Basic procedures
for illustration only, without warranty either expressed or implied, including
but not limited to the implied warranties of merchantability and/or fitness for
a particular purpose. The Formulas, Functions and Visual Basic procedures on
this web site are provided "as is" and we do not guarantee that they can be used
in all situations.
Access®, Excel®, FrontPage®, Outlook®, PowerPoint®, Word® are registered
trademarks of the Microsoft Corporation.
MrExcel® TM is a registered trademark of Tickling Keys, Inc.
All contents © 1998-2014 by MrExcel Consulting | All rights reserved