From the Tools menu, point to Letters and Mailings, and then select Mail Merge from the submenu. The Mail Merge toolbar is added above the open document.ģ. On the View menu, point to Taskbars, and then select Mail Merge. Start MS Word and leave the new blank document on your screen.Ģ. Note: There must be a heading for each column this gives the column a name used during insertion into the main document.ġ. Save your document! To populate the fields in a form letter, a spreadsheet or table similar to the one below is required: You can use either a MS Excel spreadsheet or a MS Word table to create the data source containing the personal information which will vary on each document. Note: Using these steps the main document and data source can be created and modified in more than one editing session. Use the Mail Merge Helper to open, modify and merge the main document and data source. Create the data source (using a MS Word table or a MS Excel spreadsheet).Ģ. The most efficient way of performing a mail merge is:ġ. Each record (or row) of the data source produces an individual e-mail message with the personalized information of the recipient in the appropriate places. The Mail Merge process reads data from one record (or row) of the data source and inserts values from it into the appropriate merge fields in the main document. The main document contains merge fields, which are place holders that tell Microsoft Word where to insert data from the data source. The data source contains text arranged in ‘records’ specifying names and e-mail addresses or other data to be used as the variable portion of the document. The main document contains text that stays the same for each version of the merged e-mail message, such as a letter with an individualized greeting or other personal information.Ģ.

The Mail Merge Helper assists you in the creation of e-mail form letters using two data files:ġ.

How do i do a mail merge in word