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The Start Mail Merge section is a great time saver for creating multiple letters, labels, envelopes and more. For this step by step tutorial, we will be creating a letter that will go out to multiple recipients. The letter will stay the same; however, the recipient information will change on each one.
Let's get started by selecting mailings and start mail merge. Now select step by step mail merge wizard. A task pane, Mail Merge, appears to the right of the document and is visible throughout the entire Mail Merge process.
The wizard takes us through the steps of a mail merge. You'll find the numbered steps at the bottom of the task pane. When you have completed a step, you will click Next at the bottom. If you made a mistake, you can click previous to retrace your steps. We are ready to start with step 1 which is selecting the document type. At the top of the task pane, we have different document types to select from; letters, e-mail messages, envelopes, labels and directory. When clicking on each one, a brief description of the one you have selected will show below.
We will be selecting letters and then selecting Next: Starting document at the bottom of the task pane to get to step 2, starting document.
Now we have the options to set up our letter using the current document, start from a template or start from an existing document. If you have already created your letter, which we have, we would select current document. If you have an existing document already saved to your computer, choose the third option. For this example we will click on use the current document and then click Next: Select Recipients at the bottom of the task pane.
We are now ready to designate who the invitation will be going to.
By choosing the first option, use an existing list, we can go into a list that was already created and saved in our documents. The second option, select from Outlook contacts, allows us to gather our contact information from Outlook. Finally, the third option gives us the ability to create our list right now.
We already have our list for the created, so we will choose the first option, use an existing list, and select browse just below to search for our document. Find your document and select it and then the Mail Merge Recipients task pane appears. This task pane shows the list of recipients to be used in your merge. You still have the ability to add to your list and/or make changes.
By checking the box between Data Source and Family Name, it will automatically select all the recipients for your mailing. If you do not want the invitation to go to everyone within this list, uncheck that box by clicking on it. You now have the ability to manually place a check mark by the recipients.
There are several options to refine your list in the bottom right hand corner. You can sort your list, so it can be viewed in a particular order. You can also filter your list to show only certain people within the list.
For example, if a company wanted to send out a mailing to
their Colorado customers, they could use this filter function, instead of manually going through the list and deleting.
There is an option to search for duplicates, to ensure your mailing doesn't mistakenly go out twice to the same person. You can search for a specific recipient by using the Find recipient function. Lastly, there is a function to validate addresses; however, you would need address validation software prior to using this.
If you would like to to add more contacts to the list, select your list located in the bottom left corner. Ours is called Address-bulk-list-neighborhood, then select Edit at the bottom.
This brings up a new task pane, edit data source, which allows you to make edits to your list as well as add new entries. To make edits, just click on the cell that needs updated and type in the new information. To add a recipient to your list, click New Entry at the bottom and it will add a row allowing you to add in a new name and address.
Once you are satisfied with your list, select Ok. This will bring you back to the Mail Merge Recipients task pane. Select Ok again and you will now see your list in the Mail Merge task pane to the right of your document.
It is time to select Next: Write Your Letter which will take us to step 4. You will see instructions to write your letter if you have not already done so. When the letter is printed, each copy of the letter will be the same, except the recipient data (like the name and address) will be different on each one. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.
In our example, we are using mail merge on an existing letter, so we have our letter open. We are going to move and click the mouse or insertion point to where we want our greeting line. Then click on Greeting line in the Mail Merge task pane. This will open the Insert Greeting Line task pane and give you several options for customizing your greeting line.
Starting at the top, we have greeting line format. Select the drop down boxes to see the different options to choose from. We are going to select "Dear", greet by first name, and use a comma after the greeting. Next, there are options for inserting a specific greeting line for invalid recipient names. We can leave it as "Dear Sir or Madam", but it won't apply in our example. Now we can preview our greeting line one by one. Continue to click the right arrow to scroll through all the greetings to ensure accuracy.
At the bottom, there is an option to correct problems. Click Match Fields… to verify your recipient list match to the required fields. Use the drop-down lists to choose the field from your database that corresponds to the address information Mail Merge expects. (listed on the left.)
Now we can double check our fields match by clicking Ok . This will bring us back to the Insert Greeting Line task pane, and it should show any changes/updates we just made in the previous task pane.
If it still does not look accurate, click on Match Fields... and update your fields. When you are satisfied with the greeting line, click Ok and this will bring us back to our document. You will now see <<Greeting Line>> on your document where you requested the greeting line be placed.
Repeat these steps if you would like to add in an address block and/or electronic postage (requires a software install before you can use this feature).
We can now go to step 5 by clicking on Next: Preview your letters.
This will allow you to preview your first letter, and you have the ability to scroll through each letter by clicking on in the Mail Merge task pane.
If you have a large mailing and want to search for a specific recipient, you can click on and type in the recipients name.
You can also make changes to your recipient list by clicking .
This will bring up the Mail Merge Recipients task pane that we worked in previously to select the recipients for the mailing. If you would like to delete a recipient from your mailing, scroll to the specific recipient and then click . When you are satisfied with previewing your letters, click Next: Complete the Merge to move onto the final step.
In step 6, we have the options to print and/or edit individual letters. You would select "Edit Individual Letters" if you needed to personalize your letters. This option will open a new document with all of your merged letters.When you are satisfied with the letters, click .
The Merge to Printer task pane appears and gives you the option to print all records, current record or select a specific range. Make your selection and click . Your print task pane will now appear. Adjust the print settings if need be then click . You have now completed a mail merge for a letter.
Next, we will set up a mail merge for envelopes by using the step by
step mail merge wizard. The return address is the same on all the
envelopes, but the delivery address is unique on each one. Click on Mailings and then click on Start Mail Merge and choose Step by Step Mail Merge Wizard
from the drop down window.
Just like in the previous tutorial with our mail merge letter, it brings up a mail merge task pane which will walk us through six steps. For the first step, click the Envelopes radio button and then click Next: Starting document to take you to step 2. Here we can select the Envelope options… which is shown in blue text.
The Envelope options task pane will open. This gives you the opportunity
to set up the envelope size for printing purposes. Click on the drop
down arrow under envelope size to see the various options, including
customize size at the bottom. Next you can change the font of the
delivery and recipient addresses as well as the margins. The margins are automatically set to auto and will correlate with the envelope size you chose. If you need to adjust the address to the left or right, just use the up and down arrows. You can preview the envelope at the bottom of the task pane.
Now, you can click the other tab, Printing Options, at the top of the task pane. Ensure the envelope is set to print to the correct printer. You will see the name of your printer at the top.
Next, there are different methods for feeding your envelope. Choose which method, then select if you would like to to print face up or face down. The Clockwise rotation box is automatically checked. When you uncheck the box, the feed method diagrams change. Choose the option that works best for your printer. The Feed from option will automatically be set on Auto Select. Click on the drop down arrow to the right to see the different feed options, Tray 1 and Tray 2. Once you are satisfied with your print settings, click Ok. Now that the envelope is set up properly, select the Use the current document radio button.
You are now ready for step 3. Click on Next: Select recipients located at the bottom of the task pane. For this example, we will use the same list we used in the previous tutorial when setting up the mail merge for our letter. Ensure the Use an existing list radio button is selected, then click on Browse.
We locate our document, click on it and select Open. The select table task pane appears. The correct table is already highlighted, so we can select Ok. This now opens the Mail Merge Recipients task pane which we have seen in the tutorial for mail merge letters. Just like before, we have the opportunity to add new entries, delete entries or edit them. Once you are satisfied with your list, select Ok. Our existing list now shows in the Mail Merge task pane, right below Use an existing list.
We can now go to step four by clicking on Next: Arrange your envelopes. This step will allow us to add our Addresses to the envelope.
will type in our return address. Move your mouse to the envelope where
the return address would go and click once. Your cursor will be flashing
and you are able to start typing. Now select Address block… located in the Mail Merge task pane. This will open the Insert Address Block task pane.
We have seen this task pane in the previous tutorial as well. Click on the example to the left which depicts how the format of your recipient's name should look. We are going to choose "The Randall Family" for our example. You can preview all of the addresses by selecting the right and left arrows below Preview. When satisfied with your recipient's addresses, select Ok. Notice <<Address Block>> has been inserted onto your envelope.
Now click on Next: Preview your envelopes to move onto step 5. This will allow us to preview each envelope starting with recipient 1.
Use the right and left arrows in the Mail Merge task pane to view each one. If you have a large list of recipients and want to preview a specific one, click on Find a recipient. . . If you found an error and need to make changes, click on Edit recipient list. . . While previewing the list, you also have the option to exclude a recipient from this mailing by clicking on Exclude this recipient. When you have finished previewing your envelopes, click Next: Complete the Merge.
You are now ready to print your envelopes. Click Print . . . from the mail merge task pane and the Merger to Print task pane will appear. Leave the radio button on all and select Ok. The Print task pane appears.
Ensure you are near your printer when selecting okay from this screen if you need to manually feed your envelopes. If you want to save this envelope mail merge for future mailings, be sure to save it before moving on.
You can send a bulk mailing to people on your address list by creating a sheet of address labels with mail merge.
Like in the previous mail merge tutorials, we will click on Mailings, Start Mail merge and Step by Step Mail Merge Wizard to do our labels. A task pane appears to the right of the document and is visible throughout the entire Mail Merge procedure. In the task pane, click on the radio button next to labels, then select Next: Starting document to move onto step 2. In this step you have the choice of:
We are going to click on the change document layout radio button and then select Label options…. Here we will choose our printer and label information. We have two options for printers: continuous-feed printers and page printers. For our printer, we'll leave it on page printers and default tray.
For the Label information, we need to check our labels or the label packaging for the vendor and product number. Once you choose your label vendor, the options under product number will change. Scroll through the product numbers, using the up and down arrows, to find your product code. We are selecting Avery A4/A5 for our vendor and 3475 for our product number - this will give us 24 labels per page. When finished, click Ok.
We can now move to step 3 by selecting Next: Selecting recipients. When selecting your recipients, you can use an existing list, select from Outlook contacts or type a new list. Since we already have our list created from the our mail merge letter and envelopes, we will select the Use an existing list radio button and then click Browse to find our list.
When you select your list, the Mail Merge Recipients task pane will appear. This is your opportunity to add and/or delete recipients and make changes to your list. These steps are covered in detail in the Mail Merge tutorial for letters if you need a refresher.
Now that you have selected your list, it will appear in the task pane to the right of your document. You now have the option to select a different list or edit your existing list. If you are satisfied with your list, select Next: Arrange your labels.
In step 4, we will add the names and addresses to the labels. Place your cursor on the first label (top-left) on the sheet. To add recipient information to your label, click one of the blue items (address block, greeting line, electronic postage and more items) in the Mail Merge task pane. For our example, we are creating address labels for the recipients of our letter, so we will choose Address block.
The Insert Address Block task pane will appear, and give you the opportunity to format how the name will appear on your labels. Using the up and down arrows in the Insert recipient's name field, choose how you would like the recipient's names to appear.
We are going to choose "The Randall Family" for our example. You can preview your recipient list in the right section of this task pane by scrolling through the right and left arrows.
If you notice an error with a label, you can click on near the bottom-right.
In the Match Fields task pane, Mail Merge needs to know which fields in your recipient list match to the required fields. Adjust the fields as needed and then select Ok. Select Ok again in the Insert Address Block when you are satisfied with your recipient list.
You will now notice that <<Address Block>> appears in the top-left label of your sheet. You have the capability of updating the text size, font and more. To do this, highlight your address block by clicking on one end of the address block and drag your mouse to the other end while holding down the mouse button. Unclick your mouse once the text is highlighted. Click on the Home tab at the top of your screen and use the font section to make changes.
We will select AR BONNIE for our text and select the bold button. Our text now appears like this: <<Address Block>>. Once the first label on your sheet appears the way you want it, click on Update all labels in the Mail Merge task pane. Now <<Address Block>> will appear in all of the labels throughout your sheet.
Click Next: Preview your labels to move onto step 5. We only have ten labels to print, so we are able to preview all of our labels on one sheet. If you have a mass mailing, you can scroll through the recipients by clicking on the right and left arrows in the Mail Merge task pane. If you want to find a particular recipient, click Find a recipient, type the information in the Find Entry task pane and select Find Next.
If you notice an error while previewing your labels, you still have an opportunity to edit your recipient list. Click on the Edit recipient list located in the Mail Merge task pane. The Mail Merge Recipients task pane will appear. This is the same task pane we previously used to edit our list. When finished editing click Ok.
When you have finished previewing your labels, click Next: Complete the merge to move to the final step.
In step 6, you can print the merged labels or edit individual labels to add personal comments.
To personalize your labels, click Edit individual labels in the Mail Merge task pane. This will open a new document with your merged labels. You now have the opportunity to click on individual labels and make any edits and/or updates you would like (text font, size, color and etc.). To print from this new document, click on File (top-left of screen), then select Print. If you did not go to the Edit Individual labels, select Print from the Mail Merge task pane. Both ways will bring you to a screen that allows you to choose your printer, tray, number of copies and more.
Be sure your labels are put into the printer the correct way (labels up or down). Select Ok or Print depending on which print screen you are in.
Mail merge also has an option to send e-mail messages to a group of people. You can personalize the e-mail message that each person receives. In order to send e-mails, a compatible e-mail program like Outlook or Gmail needs to be installed.
Start by selecting the Mailings tab, then Start Mail Merge and then Step by Step Mail Merge Wizard. The Mail Merge task pane will appear to the right and be there throughout the six mail merge wizard steps. Select the E-mail messages radio button and then click on Next: Starting document to move to step 2.
In step 2, we have the options to:
For our example, we will choose Use the current document and then Next: Select recipients to move to step 3.
When selecting our recipients, we can use an existing list, select from Outlook contacts or Type a new list. In our example, we will select the Use an existing list radio button, the Browse to search for our document. After choosing your document, the mail merge recipients list will appear in the Mail Merge task pane. Like in the previous mail merge tutorials, you have the option to Select a different list or Edit your recipient list. When you are satisfied with your list, click Next: Write your letter and this will take you to step 4.
This will be the time to complete the body of your letter if you have not already done so. Note: Attachments are not an option in an e-mail merge. All data must be within the body of the e-mail message. For our e-mail, we would like to personalize our greeting.
Start by placing your cursor or insertion point on the spot where you would like your greeting to go. Now select Greeting line within the Mail Merge task pane. This will open the Insert Greeting Line task pane. Under Greeting line format, use the drop down boxes to scroll through all options.
We will choose "Dear", "Joshua" and a comma after the greeting. Our greeting line shows in the preview section below. Once you are satisfied with your greeting, select Ok. Now <<Greeting line>> appears where each individualized greeting will be.
You also have the option to add an address block, electronic postage (electronic postage software must be installed for this option) and more. When finished writing your letter and inserting the recipient information, select Next: Preview your letters.
This brings us to step 5 of the Mail Merge Wizard where we will preview our e-mail and make final edits. You can scroll through the recipients by clicking on the right and left arrows in the Mail Merge task pane. If you want to find a particular recipient, click Find a recipient, type the information in the Find Entry task pane and select Find Next.
If you notice an error while previewing your e-mail, you still have an opportunity to edit your recipient list. Click on the Edit recipient list located in the Mail Merge task pane. The Mail Merge Recipients task pane will appear. This is the same task pane we previously used to edit our list. When finished editing click Ok.
If you would like to remove a recipient from the e-mail, scroll to that specific recipient and then click on Exclude this recipient. It will be deleted from the mail merge. When finished previewing, select Next: Complete the merge.
Mail Merge is ready to produce your e-mail messages. Select Electronic Mail and your e-mail will automatically be sent to your recipient list. To verify the e-mails occurred, go to your e-mail account and open your outbox.
You can merge a collection of data to a single document, such as an employee log, membership directory or supply list by using the Directory feature in Word 2010. This step-by-step tutorial will be much quicker because we are using very similar steps from the letter and e-mail message tutorials.
Start by selecting Mailings, Start Mail Merge and Step by Step Mail Merge Wizard. The Mail Merge task pane will appear to the right and be there throughout the six mail merge wizard steps. Select the Directory radio button and then click on Next: Starting document to move to step 2.
Like in the previous Mail Merge tutorials, you have the option to use the current document, start from a template or start from an existing mail merge document. For our example, we will choose Use the current document and select Next: Select recipients to move to step 3.
When selecting your recipients, you can use an existing list, select from Outlook contacts or type a new list. We are going to click on Use an existing list. This will give us an option to select a different list (if needed) or edit the current recipient list we have chosen. Once you are satisfied with your list, select Next: Arrange your directory.
In step 4, you will lay out your directory if it hasn't already been done. The first thing you will do is place your cursor where you would like the first placeholder to go. In our example, we are going to put a list of our recipients in order starting with their last name or family name. To do this, select More items. The Insert Merge Field task pane will appear with a list of your fields. We will select Family, then Insert.
Now we will put a comma after family name, so it appears like this: . Now click on More items again and select Given Name and Insert. We would also like to insert an address for our recipients. So we will repeat these steps and add address line 1, city, state and zip. Once you are finished adding your fields, be sure they are aligned properly on your sheet.
Move to step 5, by selecting Next: Preview your directory. As in the previous Mail Merge tutorials, you can scroll through the list of recipients to preview each one, edit your recipient list and/or exclude a recipient from your list. When you are satisfied with your directory, select Next: Complete the merge.
You are now able to complete the merge by selecting To New Document in the Mail Merge task pane. A new task pane will appear, Merge to New Document.
You have the option to select all recipients, current selection or enter in a specific merge records. We will select All and then Ok. This will now merge all of your recipients into one document.
You do have the ability to make changes to the text size, font, color or more. Just highlight the areas you would like changed and choose from your options on the Home tab at the top of the screen. You can also adjust your margins and customize your directory to suit your needs. Be sure to save your directory for future use.
This concludes the Start Mail Merge tutorial.
Click next to continue to the Word 2010 Write & Insert Fields tutorial.