When you use mail merge in Microsoft Word 2007, the data from the data source is merged into your document. It’s perfect for letters, catalogs, labels and more. Here’s how to get started with this time-saving feature.
- Start of your merge document
- Select recipients for mail merges
- Add recipients to your merge database
- Add and remove merge fields
- Insert a merge field into your document
- View mail merge
- Fix merge field errors
- Complete your mail merge documents
Start of your merge document
Click Start Merge on the Mailings ribbon and select the type of document you want to create.
For example, you can select letters, envelopes or labels. Or choose Step-by-step Mail Merge Wizard for more help creating a document.
Select recipients for mail merges
Click Select recipients on the Mailings feed to add recipients to the mailing.
You can create a new database of recipients. You can also use an existing Outlook list or contacts.
Add recipients to your merge database
In the New Address List field, start entering your contacts.
You can use the Tab key to switch between fields. Each set of fields is called a record. To add more recipients, click the “Create Listing” button. To delete an item, select it and click Delete Item. Click Yes to confirm the deletion.
Add and remove merge fields
You can remove or add field types to your mail merge document.
You can do it easily. Just click the Customize Columns button. The Customize Columns dialog box opens. Then click Add, Remove, or Rename to change the field types. You can also use the Up and Down buttons to change the order of the fields. When you’re done, click OK.
After you’ve added all your recipients, click OK in the New Address List dialog box. Name the data source and click Save.
Insert a merge field into your document
To insert a field in a document, click Insert merge field on the feed. Select the field you want to insert. The field name will appear where you have your cursor in your document.
You can edit and format the text around the field. The sizes applied to the field are transferred to your finished document. You can continue adding fields to your document.
View mail merge
Before printing your letters, check them for errors. Pay particular attention to the spacing and punctuation around the margins. You should also make sure that you have inserted the correct fields in the correct places.
To view letters, click Results example on the feed. Use the arrows to navigate through the letters.
Fix merge field errors
You may see an error in the data in one of your documents. You cannot change this information in the mail merge document. Instead, you have to resolve it in the data source.
Click on Edit recipient list on the feed. In the window that opens, you can change the details of all your recipients. You can also restrict recipients. Clear the checkbox next to the recipient names to exclude them from the merge. When you’re done, click OK.
Complete your mail merge documents
After reviewing your documents, you are ready to finalize them by completing the merge. Press the button Finish and Merge on the feed.
You can edit individual documents, print documents, or send them by email. If you choose to print or email documents, you will be prompted to enter a range. You can print all, one or more adjacent letters. The Word will guide you through the process in every process.