Creating a Mail Merge with Word 2010
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- Myrtle Chandler
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1 Creating a Mail Merge with Word 2010 In this lesson you will learn the steps to set up a Mail Merge using Word 2010 Starting the Mail Merge In order to start a mail merge in Word 2010 click on the Mailings tab and then click on Start Mail Merge. Select the Step by Step Mail Merge Wizard Select the Step by Step Mail Merge Wizard. This will allow you to go step by step in creating the mail merge. Creating a Mail Merge with Word
2 Select a Document Type The Mail Merge steps will display in a window on the right side of the screen. Select the document type you want to use and then Click Next: Starting document. If you choose Letters you will have the options to Use the current document - the currently selected/open document Start from a template - choose from a variety of templates available Start from existing document - choose from an already existing document saved to your computer If you use the current document you may be able to make the document more personalized by inserting fields. (See Inserting Fields) Creating a Mail Merge with Word
3 Select Recipients Select Next: Select recipients and you will have three options to choose from: Use an existing list Select from Outlook contacts Type a new list If you use an existing list click on Browse... and search for your Excel spreadsheet, for example, that has a list of the contacts you want to mail a letter to. (i.e. contactlist.xlsx) Use and Existing Excel Spreadsheet list Select the sheet in which the contacts are listed in the Excel spreadsheet and click on OK. Creating a Mail Merge with Word
4 A list of contacts will display and this will be a good place to sort the list or filter out those whom you do not want to send a letter to and click on OK. Creating a Mail Merge with Word
5 Click on Next: Write your letter You now may begin writing your letter. Or if your letter is already written. Use the section on your right to add recipient information. For example, a greeting line, or select more items to make the letter more personalized. Creating a Mail Merge with Word
6 Example Letter In the letter you may use the Address block to include the recipients address and also use the greeting line in the letter. Creating a Mail Merge with Word
7 Click on Address block and choose the address block you want to display. Also, choose the greeting line you want to display on the letter. Then click Next Preview your letters Preview your Letters and Print or Edit Individual Letters Your letters will preview and you may click on the double arrows >> to view the other recipients. This would be the best time to check your addresses and spelling in the letters. If there are changes that need to be made, make those changes in the Excel spreadsheet. Then, click Next: Complete the merge You will then have the option to Complete the merge by Printing the documents or Editing the Creating a Mail Merge with Word
8 individual letters. If you choose to Print. You may want to have the paper or letter head ready in the printer to start printing your letters. If you Edit individual letters the letters will be populated into one document and you will be able to save the document on its own. For example, if you have 12 contact you are creating letters for, the document will be 12 pages. Printing the Letters You have the option to print All your letters, a current record (Use this to do a test page) or From: a certain range of letters. Then click on OK. Creating an Mail Merge To create an Mail Merge, follow the same steps as shown previously, except starting on Step 5 You will select Complete the Merge and then click on Electronic Mail... Creating a Mail Merge with Word
9 Merge to In your Excel spreadsheet you should have included a column that has the field name " " with a list of your contacts addresses. This will allow word to pull those address and send the s using Microsoft Outlook. In the Message options: Set the To: to Insert a Subject line: Set the Mail format as HTML Then, you have the option to send all your records. (Make sure Outlook is open in order to send out these s) if you do not use Outlook to check your , this will not work. Getting Help Computer Help Desk Moody Hall helpline@stedwards.edu Help Desk Hours of Operation Monday-Thursday: 8:00 am - 10:00 pm (GMT-6) Friday: 8:00 am - 6:00 pm (GMT-6) Saturday: 9:00 am - 6:00 pm (GMT-6) Sunday: 2:00 pm - 10:00 pm (GMT-6) Computer Training Creating a Mail Merge with Word
10 Joana Trimble Gandara, Computer Competencies and Training Manager Moody Hall Megan Garza, Training Coordinator Moody Hall Mike Bell, Part-Time Training Coordinator Moody Hall Creating a Mail Merge with Word
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