Open Microsoft Word 2007. Go to the Mailings tab.
Click on the Start Mail Merge icon on the ribbon. A drop-down menu will appear that lets you select the type of mail merge that you want to do. Select the appropriate one. If you select envelopes or labels, it will ask you to choose the correct size of envelope or label for your merge.
Click on the Select Recipients icon on the ribbon. A drop-down menu will appear that lets you select where your data is coming from. If you select Type New List, a box will pop up with some typical mail merge fields like name, company, address, etc. You can also customize the columns, add columns, and delete columns. If you select Use Existing List, a box will pop up that asks you to find the file with the data. You can also use the option to Select from Outlook Contacts if the list you need is in an Outlook contacts folder.
Once you have selected your list, you need to put the merge fields in the document. If you are making address labels or putting addresses on envelopes, the easiest way to do it is to select the Address Block icon from the ribbon. This will bring up a box that allows you to format the way the name and address look. It is a good idea to click on the Match Fields button on this box to make sure that Word is capturing the correct fields for your mail merge. You can also click on the Insert Merge Field icon on the ribbon to select merge fields for your document. When you click on this icon, it will bring up all of the merge fields in your data list. Click on one to insert it into the document.
Once you have all of your merge fields in your document and arranged how you want them, click on the Preview Results icon on the ribbon. This will allow you to look at how your document will look before you finalize the merge. This way you can easily fix any issues.
Click on the Finish & Merge icon on the ribbon once you are satisfied that your merge is correct. A drop-down menu will appear that allows you to Edit Individual Documents, Print Documents, or Send E-mail Messages. If this is your first time using mail merge, it is best to select Edit Individual Documents so you can ensure the information is correct before you print it or send the email messages. If you are using the Send E-mail Messages feature, it is a good idea to send yourself at least one test email message before sending your mail merge.
Juliana Montgomery - Juliana Montgomery has over 15 years of experience writing.
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