Mail Merge and its uses – How to Use Mail Merge in Microsoft Word

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Mail Merge:

Mail merge is a feature offered by Microsoft Word. It consists of combining mail and letters and pre-addressed mailing labels and used for mass mailings from a form letter. Mail merge feature is usually employed in a word processing document which contains fixed text variables.

Mail merge is a powerful tool for sending a personalized letter or e-mail to more number of people at once. Mail merge imports data from other sources like spreadsheet and then uses that to replace placeholders throughout the message with the relevant information for each individual that is being messaged.

Types of mail merge documents you can create using the Mail Merge:

Basically, a mail merge is used to create form letters, mailing labels, envelopes, directories, and mass e-mail message and fax distributions. There are different types of mail merge documents we can create by using the mail merge task pane in word, they are:

  • Basic letters, envelops, labels and list
  • Form letters, directories, catalogues and envelope
  • Form letters, envelops and mailing labels, directories and lists
  • Form letters, envelops, mailing labels and catalogue
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How to send a letters to those on a mailing list with Mail Merge Using MS Word on Windows Platform?

Step1: Open a new Microsoft Word document, in that blank word document click on the Mailings menu from the main menu. (Horizontal menu at the top of the page)

Step2: Now in the Start Mail Merge menu hit the start mail merge option.

Step3: Here, click on the step by step mail merge wizard.

Step4: Here, we have the options of selecting the types of document, so select the required one and click the next starting document which is present at the bottom.

Step5: Here in next starting document menu, we have an option to select the document, so you can select the blank document or any other. After selecting the document on the next select recipients option which is present at the bottom.

Step6: Here, in select recipients menu,  we have an option to select the list therefore, if you have an existing list then you can add by selecting the use an existing list or else you can create a new list by clicking on the create option.

Step7: Since, we are using it for first time, so let us assume that we have selected Create option. After clicking on create you will be directed to the New Address List dialog box where you can create a new list of addresses. After creating the list click on ok to save the list.

Step8: Now, upon selecting the Edit recipient list opens up the Mail Merge Recipients dialog box, where we can edit the list and select or unselect records. After complete then click OK to accept the list as it is.

Step9: Now click on the Next Write Letter option which is present at the bottom.

Step10: Complete the letter here, and click on the Address block to add the recipients’ addresses at the top of the document.

Step11: Here in the Insert Address Block dialog box, we have ab option to check or uncheck boxes and to select the options on the left until the address appears the way you want it to.

Step12: Here, we have chance to edit or correct if there are any problems, so by clicking Match Fields, you will be directed to the Match Fields dialog box, where you can associate the fields from your list with the fields required by the wizard and click on the OK button.

Step13: Now to add a greeting, we add by clicking enter button and by clicking Greeting Line option.

Step14: Upon clicking the Greeting lines option you will be directed to the Insert Greeting Line dialog box, where you can choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.

Step15: After checking whether the address block and the greeting line are surrounded by chevrons then click Next: Preview your letters.

Step16: After watching the preview, click Next complete merge option

Step17: We have an option of printing, if you want you can take the print by clicking on the Print option.

How to send a letters to those on a mailing list with Mail Merge Using MS Word on IOS Platform?

  • Open a new Microsoft Word document, in that blank word document click on the Mailings menu from the main menu. (Horizontal menu at the top of the page)
  • Now in the Start Mail Merge menu hit the start mail merge option.
  • Here, click on the step by step mail merge wizard.
  • Here, we have the options of selecting the types of document, so select the required one and click the next starting document which is present at the bottom.
  • Here in next starting document menu, we have an option to select the document, so you can select the blank document or any other. After selecting the document on the next select recipients option which is present at the bottom.
  • Here, in select recipients menu,  we have an option to select the list therefore, if you have an existing list then you can add by selecting the use an existing list or else you can create a new list by clicking on the create option.
  • Since, we are using it for first time, so let us assume that we have selected Create option. After clicking on create you will be directed to the New Address List dialog box where you can create a new list of addresses. After creating the list click on ok to save the list.
  • Now, upon selecting the Edit recipient list opens up the Mail Merge Recipients dialog box, where we can edit the list and select or unselect records. After complete then click OK to accept the list as it is.
  • Now click on the Next Write Letter option which is present at the bottom.
  • Complete the letter here, and click on the Address block to add the recipients’ addresses at the top of the document.
  • Here in the Insert Address Block dialog box, we have ab option to check or uncheck boxes and to select the options on the left until the address appears the way you want it to.
  • Here, we have chance to edit or correct if there are any problems, so by clicking Match Fields, you will be directed to the Match Fields dialog box, where you can associate the fields from your list with the fields required by the wizard and click on the OK button.
  • Now to add a greeting, we add by clicking enter button and by clicking Greeting Line option.
  • Upon clicking the Greeting lines option you will be directed to the Insert Greeting Line dialog box, where you can choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.
  • After checking whether the address block and the greeting line are surrounded by chevrons then click Next: Preview your letters.
  • After watching the preview, click Next complete merge option
  • We have an option of printing, if you want you can take the print by clicking on the Print option.
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