Mail Merge

In Word Mail Merge is a powerful feature. With Mail Merge Word documents can be used to produce letters, labels, envelopes, and more.

Step 4:

Now you're ready to write your letter. When it's printed, each copy of the letter will basically be the same; only the recipient data (such as the name and address) will be different. You'll need to add placeholders for the recipient data so Mail Merge knows exactly where to add the data.

To insert recipient data:

  1. Place the insertion point in the document where you want the information to appear.
    Screenshot of Word 2013Placing the insertion point in the desired location
  2. Choose one of the four placeholder options: Address block, Greeting line, Electronic postage, or More items.


    Screenshot of Word 2013Clicking Address block...
  3. Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK.
    Screenshot of Word 2013Adjusting the address block formatting
  4. A placeholder will appear in your document (for example, «AddressBlock»).
    Screenshot of Word 2013The AddressBlock placeholder
  5. Repeat these steps each time you need to enter information from your data record. In our example, we'll add a Greeting line.


    Screenshot of Word 2013The GreetingLine placeholder
  6. When you're done, click Next: Preview your letters to move to Step 5.


    Screenshot of Word 2013Clicking Next

For some letters, you'll only need to add an Address block and Greeting line. Sometimes, however, you may want to place recipient data within the body of the letter to personalize it even further.

Step 5:

  1. Preview the letters to make sure the information from the recipient list appears correctly in the letter. You can use the left and right scroll arrows to view each document.
    Screenshot of Word 2013Previewing the letters
  2. Click Next: Complete the merge to move to Step 6.
    Screenshot of Word 2013Clicking Next

Step 6:

  1. Click Print... to print the letters.
    Screenshot of Word 2013Printing the letters
  2. A dialog box will appear. Click All, then click OK.
    Screenshot of Word 2013Clicking OK
  3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.
    Screenshot of Word 2013The Print dialog box