Word 2016, Using Mail Merge
Word 2016, Using Mail Merge
Word 2016, Using Mail Merge
Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by linking
a main document to a data source. It is the process of combining a list of data with a template.
Data Source – a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.
The Mail Merge task pane appears on the right of your screen. Note there are 6 steps.
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Step 3 – Select Recipients
The recipients can come from either an existing Excel file, an Access table or you can create a
new list in Word.
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4) Delete any unnecessary field names and/or add new ones
5) Click OK
6) Begin typing records, hitting TAB to advance to the next field and to continue adding new
records
7) Click OK
8) Click Save
The recipients list will be saved as a separate file as a Microsoft Access file type. It is saved in the
My Data Sources folder. It is recommended to save the file in this folder.
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Step 4 – Write Your Letter
1) If including an address, click the location in your document where the address data will be
inserted
2) Click Address block…
3) Select the address elements you want included
4) Click OK
The address block will insert the following fields including any necessary punctuation: First Name,
Last Name, Company, Address 1, Address 2, City, State, Postal Code.
If your fields do not match the ones listed above or you are not using address fields, click More
items…
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Step 5 – Preview Your Letters
Here is where you can preview the first page with the fields filled in.
Click Next: Complete the merge
Remember to save your document as you go. The next time you open your document and click on
Step-by-Step Mail Merge, the data source file will be attached.
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Step 4 – Arrange Your Labels
1) Click in the first label box and click on either Address block or More items to insert the
data fields
2) Click Update all labels to include the fields on all labels
3) Click Next: Preview your labels