Use mail merge to send bulk email messages – Microsoft Support – Similar Posts

 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 

Mail Merge is an important functionality in Word , one that has improved across versions of Word but remains a difficult thing to do. Facebook Linkedin Twitter. Learn how to master Microsoft Word Get 9 hours of Word training — click here.

Hello and welcome back to our course on Word You may even have done mail merges before. Now progressively over versions of Microsoft Word, the mail merge facilities have been considerably improved both in terms of how flexible and powerful they are and in terms of how easy they are to use.

But it is still the case that many people manage to find the mail merge a pretty difficult thing to do and do get in quite a bit of trouble with it. As you go into the more complex possibilities within mail merge and I will mention some of these briefly as we go along, the basic procedures, the basic principle still apply.

Basically, we can create various types of object to mail merge with. Well, this first group here, the Create Group, is a place where you can create envelopes. But before you really get started on the mail merge, you may want to setup a list of recipients.

This group in the middle, Write and insert fields, this is where we actually setup the fields in the document that we are going to merge. Now in order to explain this, I want to take a very simple example. Now over here this group is the Preview Results Group.

So this is basically where we sort of finish the job off. And if we take this through in the Wizard steps which basically reflect the outline I just gave when I talked about the groups on the Mailings Ribbon, then that will further explain how the whole of a mail merge works in a typical but straightforward case.

So click on Start mail merge and then the option right at the bottom is Step by step Mail Merge Wizard and this basically opens a Pane, normally on the right of the word Window here, and you can see at the bottom Step 1 of 6, and then there is in each of the six steps an explanation of what that step includes and very often there are options, there are other things to do in order to get through each of the steps.

Now in the first step, we have to select what type of document. Send letters to a group of people. You can personalize the letter that each person receives. We can use the current document.

So we could actually have our document ready to use. We can start from a template. Now if we use that option, then Word gives us access to a list of available mail merge templates. And the third option is to start from an existing document, and in this case we can look at any document. We can basically browse to find the document we want to use. Note what it says there. Use the current document. Start from the document shown here and use the Mail Merge Wizard to add recipient information.

The staff of Acme wish you and your team a Happy New Year, etc. Click on Next. Now in Step 3, we define the recipients and again there are three options here. And if you look at Select recipients in the Pane on the right, we can use an existing list. There are various formats that that list can appear in and if you look at the text underneath, Use an existing list.

The second option is to select from your Outlook Contacts. So, type in your list, type the names and addresses of recipients and we click on this Create button to create a new recipient list. So click on Create. Now one of the things that I think sometimes can confuses people here is that you seem to have a list with a fixed number of fields in it.

Now let me just start putting one person into the list just to show you how that works. The company name is going to be Consolidated Metals. So I think that list is now correct. So when I finish with that I just click on OK. I can save that list, then partly to use now in case I have to say break off and come back to this later on and partly as I may want to use the same list again in the future.

Now by default, it has a Microsoft address list extension of. Now that I have that recipient list setup, I can actually return to it at any time. You might just see on the right there, Edit recipient list. I can always come back to that now, customize it further, and then I can do things like sort it, filter it, find duplicates, and so on.

In Step 4 we actually setup the letter ready for the merge. So what we need to do here is to put all of those merge fields in. Now there are a couple of things that can make this a little bit quicker and easier for you and in the pane on the right one of the presets is a thing called Address Block. This uses a pretty standard layout based on the standard fields for name and address, particularly in relation to business, and takes a sort of best guess at how you want this to look.

Now you can adjust this sort of best guess using these check boxes on the left. Now it gives you a look at how this works for the first person in the recipient list. Well, that looks absolutely fine. That looks just how I need it. And also if the fields are not matching correctly, you can choose this Match Fields option here. Click on Close. You can delete or you can use the Enter key to put lines in. You can always go back to the letter and make further adjustments later anyway.

Jane Doe, Consolidated Metals, and so on. That looks absolutely fine; in fact, it even looks reasonably balanced. But that shows the basic processing of the Mail Merge Wizard. What I now need to do is to look at the end of the process and what we can do with the individual letters and look at some of the variations, some of the options that we looked at earlier on.

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Microsoft word 2013 mail merge wizard free

 

This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet.

When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:. The main document contains the basic text that is the same in all of the output documents.

It may contain a letterhead, text, and instructions in merge fields for inserting text such as recipient names and addresses that vary from one output document to another. The recipient list is a database that contains the data that is to be merged into the output documents. For example, the recipient list is a Microsoft Access database file or an Excel worksheet. This database is typically a list of names, addresses, phone numbers, and other categories of personal information.

The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents. Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose. Note the following requirements for the data table:.

Each row should provide information about a particular item. For example, in a mailing list, each row might include information about a particular recipient. Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown in the following sample data file.

After you create your Excel data file, save it, and then close the data file. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:. Under Select document type , click Letters. The active document becomes the main document. The main document contains the text and graphics that are the same for each version of the merged document.

For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window. To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step. In the Start from existing box, select the document that you want, and then click Open.

If you do not see the document, click More files , and then click Open. In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the “My Data Sources” folder.

If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:. Use the check boxes to designate recipients.

This method is most useful if the list is short. Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude. Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want.

Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort. For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier.

To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information.

If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information.

For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced.

Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses.

Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.

For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge.

Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient’s name.

For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database.

If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document. Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:. To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields. You cannot type merge field characters ” ” or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.

For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:. Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes.

For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process.

For example, you can insert an IF field that inserts text only if a particular merge field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document. Do not format the data in the data source, because its formatting is not retained when you merge the data into the document.

To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur.

Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:. When the wizard displays the “Step 5 Mail Merge” task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.

Therefore, you can see how your first output document will look.