Mail Merge in Word 2010 for Windows

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1 1 Mail Merge in Word 2010 for Windows Introduction to Mail Merge Relationship between the Data Source and the Main Document Use the Mail Merge feature to create and manage a small database (Data Source) to populate preset fields in a Main Document (correspondence: letters and memos, mailing labels, reports, etc.) Combine the Data Source and the Main Document into a final Merged Document or file of documents. Data Source Main Document Merged Document The Mail Merge function requires two files: a Data Source document and a Main Document. Mail Merge creates a third document or set of documents in a file which is the finished product of the merge. The Data Source file contains information about persons, places or things. The information is formatted in a Word table, and records are created to organize the individual pieces of information. The Main Document file includes text along with merge fields placed where you ll want the data from the data source to be merged into. Mail Merge Wizard Use the Mail Merge Wizard to get started quickly and easily in developing your Mail Merge files. 1. Open the Mail Merge Wizard by selecting from the Mailings tab, Start Mail Merge > Step by Step Mail Merge Wizard. 2. Under Select document type in the Mail Merge panel that appears on the right side of the screen; select the type of document you wish to create (i.e. Letters, messages, Envelopes, Labels, Envelopes, or Directory.

2 2 3. Click Next: Starting document (located at the bottom of the panel). 4. Under Select starting document in the Mail Merge panel choose how you wish to set up your Main Document: a. Use the current document: uses the open document you are currently in. b. Start from a template: opens a directory of pre-formatted templates. c. Start from existing document: uses existing documents; navigate directory and choose desired file. *Make your desired selection and continue on to set up your Data Source. Creating an new Main Document will be covered on pg.5* 5. Click Next: Select recipients to set up your Data Source. 6. Under Select recipients in the Mail Merge panel choose a file to act as your Data Source: a. Use an existing list: links existing Data Source to your Main Document. b. Select from Outlook contacts: selects specified names and addresses from Contacts folder. c. Type a new list: opens New Address List window and enables creation of new customizable list. Creating a new Data Source file from Mail Merge Wizard 1. Under Type a New List, click Create to open a New Address List window. Field Names are customizable. Type in corresponding data here. (Title, First Name, Last Name, etc.) Select Customize Columns to access Customize Address List window

3 3 Notes about Field Names: Before typing your actual data information, it is important to edit the fields (i.e. name, address, phone number, ). Field names can be up to 40 characters long, they cannot contain spaces or hyphens, and must start with a letter. 2. Click the Customize Columns button in the New Address List window to pull up a list of Field Names. From here you may Add, Delete or Rename Field Names. Use the Move Up or Move Down buttons to change the position of the Data column on your Data Source document. Select Add, type the name of your customized field and press OK. The new name is added to the list of Field Names. Select Delete to delete the highlighted field you do not wish to include in your data information. Click once on the Field Name to select. Click Yes when asked Are you sure you want to delete Field... Select a Field Name and click the Rename button. Type a new name and press OK. The new name is added to the list of Field Names. To change the order of the Field Names, click once on a Field Name you wish to move. Click the Move Up or Move Down button to reposition your Field Name in the list. Click the OK button once you have completed the editing phase of the Field Names. Adding data to your Data Source Once you have edited the Field Names, you are ready to begin the entry process of your data.

4 4 1. Enter the appropriate information in the fields (name, address, street, city, ). You may either tab through all fields as you fill in information or click New Entry to add more entries. Click the Delete Entry button if you wish to delete an entry. 2. Click the Close button once you have entered all of the data. 3. Save your data sheet when prompted. A Mail Merge Recipients window will appear in data sheet format. From here you may: Select Sort to sort organize entries in either ascending or decending order. Select Filter to set rules for organizing entries based on cutomizable specifications. Select Find duplicates to find duplicate entries. Select Find recipient to search your entries. Select Validate addresses to check for common errors before creating your Mail Merge document. 4. Click the OK button once you are ready to create your sample letter. Your saved Data Source file Adding Records to the Data Source file Click on your Data Source file name to select and click on the Edit button to add a recipient from the Mail Merge Recipients window. OR Select the Edit Recipient List link from the Mail Merge panel at any time to add, modify or delete records.

5 5 Creating a new Main Document (Letter) from Mail Merge Wizard Any Main Document you create will contain text, punctuation and merge instructions. 1. After creating your Data Source, select the Next: Write your letter link from the Mail Merge panel to open a new Word document. Enter the desired text into the body of the main document. 2. Select what kind of merge information to add to your Main Document from the Mail Merge panel: a. Address block: inserts formatted addresses. b. Greeting line: inserts a greeting line. c. Greeting wizard: greeting line template. d. Electronic postage: must be enabled. e. More items: allows you to cutomize merge field placement and content. 3. Select the Next: Preview your letters link to preview your Merged Document. 4. From the Mail Merge panel you may Preview your letters for each Recipient or Make changes. If satisfied, select Next: Complete the merge to create your Merged Document file.

6 6 Address block format merged with data from Data Source. Navigating the Mailings Ribbon In addition to the Mail Merge Wizard, you may use the Mailings ribbon to perform different functions in the creation or modification of a Merged Document file. Under Create, select either Envelopes or Labels to create a Main Document to merge with your Data Source. Please note that you should check the formatting and content for the entire Merged Document before printing. To make sure all your data is captured in your merged labels document, select Update Labels under Write & Insert Fields to update all labels in your document. Under Start Mail Merge, select either Start Mail Merge, Select Recipients or Edit Recipient List. These work just like their Mail Merge Wizard counterparts. Under Write and Insert Fields you may customize and edit how your Data Source populates your Main Document. a. Select Highlight Merged Fields to easily review all fields inserted into your Main Document. b. Select Address Block to add an address block to your Main Document.

7 7 c. Select Greeting Line to add a greeting line to your Main Document. d. Select Insert Merge Field to add a Merge Field to your Main Document. Place the insertion pointer in the location of the document where you want to add a field and click once on the Insert Merge Field. Include punctuation and spacing as needed in the document. e. Select Rules to add decision making ability to your Mail Merge. Use this function to eliminate blank spaces in your Merged Document that results from unpopulated data fields in your Data Source. IE: A rule to add to your Mail Merge could specify that if there is not business phone number in the Data Source file for a record then insert a home phone number in its place. f. Select Match Fields to correlate your customized field names to Word s default list of field names. Under Preview Results you may preview your Merged Document file before performing the actual merge. a. Select Preview Results to preview your Merge Document file populated with data from your Data Source. b. Select Find Recipient or use the directional arrows above to scroll through your records to view a particular recipient of your Merge Document file. c. Select Auto Check for Errors to run the Mail Merge Error checking program which screens for possible errors in either the Data Source or the Main Document. Under Finish, select Finish & Merge to complete the Mail Merge.

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