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• The mail merge feature in Microsoft Word is a time-saving option to create repetitive documents from letters to contracts to emails to labels and more. However, you may notice a glitch that happens when you create a mail merge in Microsoft Word with Excel data, that is, the number formatting in Excel doesn’t show up correctly in the Word.
• Step by Step Mail Merge Wizard To create a Mail Merge using the wizard Select the Mailings tab. Click the Start Mail Merge button in the Start Mail Merge group. Choose the last option on the menu: Step by Step Mail Merge Wizard. This will open a Mail Merge panel along the right side of your window. This is the same wizard used in Word XP.
• (Have gone through the stock Apple Mail App to do this) I have rebooted several times and when I am doing up a mail merge document, the actual 'generate email messages' is greyed out meaning I am unable to send a merged email. Also, when I am in Word or Excel, and go to File 'Share', the options to email are once again greyed out.

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Panel Mail Merge akan muncul dan membimbing Anda melalui enam langkah utama untuk menyelesaikan penggabungan. Contoh berikut menunjukkan bagaimana cara membuat formulir dan menggabungkannya dengan daftar penerima. Step 1: Dari jendela Mail Merge di sisi kanan jendela Word, pilih jenis dokumen yang ingin Anda buat.

Introduction

Mail Merge is a useful tool that allows you to produce multiple letters, labels, envelopes, name tags, and more using information stored in a list, database, or spreadsheet. When performing a Mail Merge, you will need a Word document (you can start with an existing one or create a new one) and a recipient list, which is typically an Excel workbook.

Optional: If you'd like to work along with the lesson, you can download the examples below:

• Practice document (Word document)
• Recipient list (Excel workbook)

Watch the video below to learn more about using the Mail Merge feature.

To use Mail Merge:

1. Open an existing Word document, or create a new one.
2. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge Wizard from the drop-down menu.

The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form letter and merge the letter with a recipient list.

Step 1:

• From the Mail Merge task pane on the right side of the Word window, choose the type of document you want to create. In our example, we'll select Letters. Then click Next: Starting document to move to Step 2.

Step 2:

• Select Use the current document, then click Next: Select recipients to move to Step 3.

Step 3:

Now you'll need an address list so Word can automatically place each address into the document. The list can be in an existing file, such as an Excel workbook, or you can type a new address list from within the Mail Merge Wizard.

1. Select Use an existing list, then click Browse to select the file.
2. Locate your file, then click Open.
3. If the address list is in an Excel workbook, select the worksheet that contains the list, then click OK.
4. In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. When you're done, click OK.
5. Click Next: Write your letter to move to Step 4.

If you don't have an existing address list, you can click the Type a new list button and click Create, then type your address list manually.

Step 4:

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

1. Place the insertion point in the document where you want the information to appear.
2. Choose one of the placeholder options. In our example, we'll select Address block.
3. Depending on your selection, a dialog box may appear with various customization options. Select the desired options, then click OK.
4. A placeholder will appear in your document (for example, «AddressBlock»).
5. Add any other placeholders you want. In our example, we'll add a Greeting line placeholder just above the body of the letter.
6. When you're done, click Next: Preview your letters to move to Step 5.

For some letters, you'll only need to add an Address block and Greeting line. But you can also add more placeholders (such as recipients' names or addresses) in the body of the letter to personalize it even further.

Step 5:

1. Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each version of the document.
2. If everything looks correct, click Next: Complete the merge to move to Step 6.

Step 6:

1. Click Print to print the letters.
2. A dialog box will appear. Decide if you want to print All of the letters, the current document (record), or only a select group, then click OK. In our example, we'll print all of the letters.
3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.

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Challenge!

1. Open our practice document and practice recipient list.
2. Use the Mail Merge Wizard to merge the letter with the recipient list.
3. Insert an address block at the top of the document. Choose the second format: Joshua Randall Jr.
4. Above the body of the letter, insert a Greeting Line. Format the greeting line so it says Mr. Randall,
5. Check your letters to make sure they are formatted correctly. Your third letter should look something like this:
6. Complete the merge.

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Performing a Mail Merge is a great way to generate personalized letters or emails.

There are three documents involved in the mail merge process:

• Your main document
• Your data source
• Your merged document
  

NOTE: The examples shown below contain sample screen shots from Microsoft Word 2016. If you have a different version of Word, there may be some slight differences however, the same basic program flow should apply.

Step 1: Create your Excel Spreadsheet

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The most important step in the mail merge process is to set up and prepare your data. You’ll use your Excel spreadsheet as the data source for your recipient list.

Here are some tips to prepare your data for a mail merge:

• Make sure the column names on your spreadsheet match the field names you want to insert in your mail merge
• All data to be merged is present in the first sheet of your spreadsheet
• All data entries with percentages, currencies, and zip codes are correctly formatted in the spreadsheet so that Word can properly read their values
• The Excel spreadsheet to be used in the mail merge is stored on your local computer
• Changes or additions to your spreadsheet are completed before it’s connected to your mail merge document in Word

Step 2: Create a mail merge document

When creating a mail merge you have the ability to use an existing document/letter.

In Word, open the existing file and press the ‘Mailings’ tab in the main menu.

On the Mailings tab, choose the ‘Start Mail Merge’ button, a list of different types of documents will drop down (i.e. Letters, E-mail Messages, etc.). choose the kind of merge you want to run.

Now choose the ‘Select Recipients’ button and choose ‘Use an Existing List’

Browse to find your Excel spreadsheet you previously saved, and then choose ‘OK’.

NOTE: Now the Excel spreadsheet is connected to the mail merge document you’re creating in Word.

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Step 3: Inserting the merge fields

You will notice menu items are now active that were not previously

You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.

On your Word document, highlight the field you want to populate with the data from Excel.

On the Mailings tab, choose the ‘Insert Merge Field’ button, a list of the column headers on your saved excel document will drop down (i.e. Company Name, etc.). Choose the appropriate field you want to merge and choose Insert.

The highlighted field will be replaced with the merge field (i.e. «Company», etc.)

Repeat step 3 for each of the fields you want to merge and choose Close when done.

Now choose ‘Save’.

Step 4: Previewing the mail merge

After you insert the merge fields you want you can now preview the results to confirm that the document is set-up the way you want.

On the Mailings tab, choose ‘Preview Results’. The merge fields will be populated with the data on the first row of your excel document.

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To move through the records in your data source and view how they will appear in the document choose the right arrow to advance or the left arrow for the previous record.

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Step 5: Merging and Saving your mail merge

On the Mailings tab, choose the ‘Finish & Merge’ button, a list of different types of merges will drop down (i.e. Edit Individual Documents, Print Documents and Send Email Messages) choose ‘Edit Individual Documents’. A ‘Merge to New Document’ pop-up box will appear, choose ‘OK’.

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You will now have a separate letter for each of the rows on the excel document which you can print, email, etc.

Step 6: Saving your mail merge document

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When you are done working with your merged documents, save and close it as you would any other Word document. Once closed the mail merge template will still be open. If you plan to reuse it in the future, save it and it will stay connected to your data source.

NOTE: A mail merge can just as easily be an email merge. Add a column to your excel spreadsheet that contains the email address to send each merged letter to. Under 'Finish and Merge', select 'Send Email Messages' and for the TO specify the column name that contains the email address and specify the SUBJECT to use.