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Mail Merge with Microsoft Word
Send each of your customers a personalised mailing - automatically
Mail merges let you send mail shots to your customers. You create the document – maybe a promotional letter or vouchers – and the software fills in each customer’s details automatically. Microsoft Office makes mail merges easier than ever. Follow these steps to faster direct mail:
Step 1: Create a new document
| • | Start with a blank document in Microsoft Word. If your Task Pane isn't showing, go to the View menu and select Task Pane |
| • | Click the arrow at the top of the Task Pane and select Mail Merge |
| • | Select a Letters document type |
| • | Click Next |
Step 2: Are you starting from scratch?
| • | If you’re starting from scratch Use the current document |
| • | If you want to use a template, click Start from template |
| • | If you’ve prepared your letter, click Start from existing document and open your document |
Step 3: Choose your recipients
| • | If you’ve an existing database, Use an existing list and click Browse |
| • | If you want to use your Outlook contacts, click Select from Outlook contacts, then choose your contacts folder |
| • | If you don't have a database of recipients and wish to start from scratch, click Type a new list, and then click Create. Enter the contacts names and click new to create a new record. Click Close when you’re done |
| • | Give your data source a name and click Save |
Step 4: Write your letter
| • | Click Next: Write your letter |
| • | Now click where in your document you want your address block to appear |
| • | Click Address Block to select the format of your recipients' names |
| • | Choose if you want to use company names and postal addresses |
| • | When you're done, click OK |
| • | Now click where you want your greeting line to appear and click Greeting Line |
| • | Select your greeting line format and click OK |
| • | When you're happy click Next: Preview your letters |
Step 5: Check everything
| • | Browse your letters using the back and forward buttons |
| • | If you’re happy click Next: Complete the Merge |
Step 6: Merge and print
| • | In the Merge to New Document dialog box, select the letters you wish to merge |
| • | Click OK |
| • | This document will contain all the letters. Use this document to make changes to individual letters |
| • | Your original document will be open in the background. Use this if you wish to make changes to all your letters simultaneously |
| • | When you’re done, print or save your document |
Merge your envelopes too
| • | Press Control N to start a new document |
| • | Select Envelopes |
| • | Click Next: Starting Document |
| • | Change the document layout and click Envelope options |
| • | Choose your envelope size |
| • | If you need to, make changes to your layout and click OK |
| • | Click Next: Select recipients, and repeat Step Three |
| • | Click Next: Arrange your envelope |
| • | Click where you want the name and address to appear and click Address Block |
| • | Click Next: Preview your envelopes |
| • | Check your envelopes |
| • | Click Next: Complete the merge |
| • | Click Print. Select the envelopes you want to merge and click OK |
What next?
