How to setup Mail Merge on Microsoft Word

May 25th, 2009 by @HKw@! | Filed under Ms Office.

Recently i just learn about mail Merge. I did use mail merge function to create envelop label and letter. It help me a lot when i try to send out letters to many people.

Here i will show your how to setup mail merge on Microsoft word.

Step A – Create a Data File in Excel

launch Excel program
To create mail merge data file, enter the field names on each column (don’t skip any column).
After that, enter the data on each rows (don’t skip any rows).

Save the excel file. Eg: data.xls

Step B – Create as letter in Word

From Mailing -> select Start Mail Merge -> Step by Step Mail Merge Wizard…

Document Type, select Letters. Click Next : Start document

Use current document and click next to select recipients

Select use existing list. Click browse to select Excel that we create just now.

Select the Excel that you create just now, after that select sheet that you store data and click ok

Once you select the sheet, you able to see the data on your data file. Click OK to select

Click Next : Write your letter
Here, i will create a letter and place the merge fields.
Select field from the Insert Merge Field list. Continue insert the field and write the letter.After that, click next to preview the letter. Then, Click Complete the merge.

Step C – Merge the Files

Open the letter that you created just now
Below are the letter with the field code insert

Select the Recipient list from Mailings->Select Recipients->Use Existing list
Browse the data files that you created just now. In this example, we using data.xls
Click on Preview Results button to preview the content of your letter.