To do a mail merge, typically using Microsoft Word and a data source like an Excel spreadsheet or Outlook contacts, follow these main steps:
Steps to Perform a Mail Merge
1. Prepare the Data Source
- Create or obtain a list of recipients with personalized information (e.g., names, addresses, email addresses) in Excel or Outlook. This list will be your data source
2. Create the Main Document in Word
- Open Microsoft Word and create a new blank document.
- Write the content of your letter, email, label, or envelope, leaving space for personalized fields
3. Start the Mail Merge Process
- Go to the Mailings tab in Word.
- Click Start Mail Merge and select the type of document you want (e.g., Letters, Email Messages, Labels, Envelopes)
4. Connect to Your Data Source
- Choose Select Recipients and link to your Excel file, Outlook contacts, or create a new list within Word
5. Insert Merge Fields
- Place your cursor where you want personalized information to appear.
- Click Insert Merge Field and choose fields like First Name, Last Name, Address, etc., which correspond to your data source columns
6. Preview the Merge
- Click Preview Results to see how the personalized documents will look.
- Use arrows to navigate through different records to verify correctness
7. Complete the Merge
- For letters or labels, you can print directly or edit individual documents.
- For emails, choose Finish & Merge > Send Email Messages, specify the email field, subject line, and send options
Additional Tips
- Use the Step-by-Step Mail Merge Wizard in Word for guided assistance through each step
- If doing an email merge, prepare your email content in Word first, then link to your mailing list and send via Outlook
- You can also perform mail merges using Google Sheets and Gmail with scripts for automation
This process allows you to create personalized mass mailings efficiently, whether for printed letters, envelopes, labels, or bulk emails
