Unit 2: Enhancing Productivity
with Microsoft Office
2.1.7 Mail Merge
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Mail Merge
▪ Mail Merge function can be used in situations where the same
document needs to be sent to more than one person.
▪ It can also be used to create mailing labels, envelopes etc.
The Mailings Tab
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Mail Merge a new document with
a new data source
1st Step
▪ Select Mailings tab, in the Start Mail
Merge group,
▪ Expand the Start Mail Merge tool
▪ select Letters.
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Mail Merge a new document with
a new data source
2nd Step
▪ On the Mailings tab, click Select Recipients.
▪ Click Type new list.
▪ It will open following New Address List Dialog box
▪ In the New Address List dialog box, type the information for the first
address, or record, that you want to include in your mail merge.
▪ If you want to add or remove columns, click Customize Columns,
and then make the changes that you want.
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Mail Merge a new document with
a new data source
Note: You can also perform a mail merge by using the Mail
Merge task pane, which leads you step by step through the
process. To use the task pane,
▪ Select Start Mail Merge group on the Mailings tab,
▪ Expand Start Mail Merge,
▪ Select Step by Step Mail Merge Wizard.
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Mail Merge a new document with a
new data source
▪ After you type all the information for
your first record, click New Entry, and
then type the information for the next
record. Continue until you have typed
information for all the records that you
want to include.
▪ When your new list is complete, click
OK.
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Mail Merge a new document with a
new data source
3rd step
▪ In the Save Address List dialog box, type a name for your new
list, and then click Save
▪ If you want to edit the data you entered in the previous section,
click Edit Recipient list.
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Mail Merge a new document with a
new data source
4th Step
▪ Type your letter
▪ Add the fields to the document by clicking on the fields in Insert
Merge Field in the Write & Insert Fields group.
When you insert a mail merge field into the main document, the
field name is always surrounded by chevrons ( « » ). These
chevrons do not show up in the merged documents. They just
help you distinguish the fields in the main document from the
regular text.
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To preview your merged document
▪ To preview, Click Preview Results in the Preview Results group
of the Mailings tab.
▪ Page through each merged document by using the Next Record
and Previous Record buttons in the Preview Results group.
▪ Preview a specific document by clicking Find Recipient
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To finish and merge
▪ On the Mailings tab, in the Finish group, click Finish & Merge.
▪ Click Edit Individual Letters to see all the letters and save them.
▪ Click Print Document to send the letters directly to the printer.
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Mail Merge an already saved Letter
with a saved data source
▪
▪
▪
▪
▪
▪
▪
Open the Letter.
Start Mail Merge
Letters
Select Recipients
Use Existing List select
the saved data source.
Click Edit Recipient List if you want to see the recipients and edit them.
Insert Merge Fields
Click Preview Results to preview the results.
Page through each merged document by using the Next Record and Previous
Record buttons in the Preview Results group.
▪ On the Mailings tab, in the Finish group, click Finish & Merge.
▪ Click Edit Individual Letters to see all the letters and save them.
▪ Click Print Document to send the letters directly to the printer.
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Lesson Summary
• Mail merge.
• New merge.
• Finish merge.
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