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.
    placing the insertion point
  2. Choose one of the placeholder options. In our example, we'll select Address block.
    adding an address block
  3. Depending on your selection, a dialog box may appear with various customization options. Select the desired options, then click OK.
    customizing the placeholder
  4. A placeholder will appear in your document (for example, «AddressBlock»).
    the added placeholder
  5. Add any other placeholders you want. In our example, we'll add a Greeting line placeholder just above the body of the letter.
    inserting a greeting placeholder
  6. When you're done, click Next: Preview your letters to move to Step 5.
    completing step 4 of the mail merge

For some letters, you'll only need to add an Address block and Greeting line. But you can also add more placeholders (such as recipients' names or addresses) in 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 version of the document.
    previewing the letters for each recipient
  2. If everything looks correct, click Next: Complete the merge to move to Step 6.
    completing step 5 of the mail merge

Step 6:

  1. Click Print to print the letters.
    clicking the Print command in the Mail Merge pane
  2. A dialog box will appear. Decide if you want to print All of the letters, the current document (record), or only a select group, then click OK. In our example, we'll print all of the letters.

    choosing which letters to print

  3. The Print dialog box will appear. Adjust the print settings if needed, then click OK. The letters will be printed.
    customizing options in the Print dialog box