This wikiHow teaches you how to use the "Mail Merge" feature in Microsoft Word. The Mail Merge feature allows you to use a contact information sheet to automatically assign a different address, name, or information to each copy of a document. This feature is useful when you need to customize a newsletter or affidavit because you don't have to manually write each different name or address at the top of each document.
Step
Part 1 of 3: Creating a Contact Sheet
Step 1. Open Microsoft Excel
The Microsoft Excel application icon resembles a white “X” on a white background. After that, the " New " page will be displayed.
If you already have a contact sheet in Excel, skip to the step of loading or importing Excel contacts
Step 2. Click Blank workbook
It's in the upper-left corner of the “New” page. After that, a new Excel document will be opened.
Step 3. Add the contact header
Starting from the box A1 ” towards the right, enter a header or title as follows:
- " FirstName " - The contact's first name needs to be entered in this field (box " A1 ”).
- “LastName” – The last name of the contact needs to be entered in this field (box “ B1 ”).
- ” Tel” – The contact phone number will be added in this field (box “ C1 ”).
- ” StreetAddress” – The contact address needs to be entered in this field (box “ D1 ”).
- “City” – The city of origin/residence of the contact needs to be added to this contact (box “ E1 ”).
- “State” – The province of origin of the contact will be added in this column (box “ F1 ”).
- “ZIP” – The postal code of the contact's residence needs to be added to this column (column “ G1 ”).
- ” Email” – The email address of the contact will be entered in this field (box “ H1 ”).
Step 4. Enter the contact information
Starting at column A of box 2, enter the contact information for each person you want to add to the mail merge tool.
Make sure the information entered is accurate before you proceed to the next step
Step 5. Save the document
To save it:
- Windows - Click “ File ", choose " Save As ", double click " This PC ”, select a file storage location on the left side of the window, type the document name in the " File name " field, and click " Save ”.
- Mac - Click “ File ", choose " Save As… ”, enter the document name in the "Save As" field, select a storage location by clicking the "Where" box and selecting a folder, then click " Save ”.
- Remember the location to save the selected file. You will then need to locate the Excel contact sheet at that location.
Step 6. Close the Excel window
Click the button X ” in the upper-right corner of the Excel window (Windows) or the red circle in the upper-left corner of the window (Mac). Now you can create or use the mail merge feature in Microsoft Word.
Part 2 of 3: Importing Contacts to Word
Step 1. Open Microsoft Word
The Microsoft Word application icon looks like a white “W” on a dark blue background. As in Microsoft Excel, the " New " page will be displayed after the program is opened.
If you already have a Microsoft Word document that you want to add contacts from Excel to, you will need to double-click the document to open it. Skip the next step if you already have a custom document
Step 2. Click Blank document
It's a white box in the upper-left corner of the page. After that, a blank Microsoft Word document will be displayed.
Step 3. Click the Mailings tab
This tab is at the top of the Microsoft Word window. After that, the toolbar will appear just below the row of tabs.
Step 4. Click Select Recipients
It's in the "Start Mail Merge" section of the toolbar " Mailings " After that, a drop-down menu will be displayed.
Step 5. Click Use an Existing List…
This option is in the drop-down menu. After that, a new window will open.
- If you want to use contacts from Outlook, you can select the option “ Choose from Outlook Contacts ” from the drop-down menu.
- You can also type a temporary list of contact information in Word by selecting “ Type a New List " This feature is useful when you only need to create some contact information.
Step 6. Select the Microsoft Excel contact sheet
On the left side of the window, click the folder that contains the Excel contact sheet. After that, click on the Excel sheet to select it.
Step 7. Click Open
It's in the lower-right corner of the window.
Step 8. Confirm your selection
Click the Excel sheet name in the pop-up window, then click the “ OK ” which is under the window. Your Excel sheet will be selected as the contact source location.
Make sure the " First row of data contains column headers " checkbox at the bottom of the window is checked
Part 3 of 3: Using the Mail Merge Feature
Step 1. Go to the place or point where you want to insert contact information
Find the place where you want to add contact information (eg the head of the document) and click on it to place the cursor.
Step 2. Click Insert Merge Field
This option is in the “Write & Insert Fields” section of the “ Mailings " After that, a drop-down menu will be displayed.
You may need to click on the tab “ Mailings ” one more time before following this step.
Step 3. Select the type of information
On the drop-down menu, click the name of one of the headings or headings of information from the Excel document to insert it into the Word document.
For example, if you want to add a contact's first name tag, click “ FirstName ” in the drop-down menu.
Step 4. Add other information if necessary
This information includes address, last name, contact phone number, etc.
Step 5. Click Finish & Merge
This button is at the far right of the tab toolbar. Mailings After that, a drop-down menu will be displayed.
Step 6. Determine the merging options
Click one of the following options:
- “ Edit Individual Documents ” – This option will open each recipient document so you can readjust the document.
- “ Print Documents… ” – This option allows you to print a copy of the document for each person listed on the contact sheet.
- “ Send Email Messages… ” – This option allows you to send the document as an email. The contact's email address will be selected as the destination email address.
Step 7. Follow the instructions shown on the screen
You may have additional forms to review, depending on the options selected (e.g. if you select “ E-mail ”, you need to enter a title and click “ OK ). After that, the mail merging process is complete.
