For Letters, Labels or Emails Mail Merge For Letters, Labels or Emails

What is Mail Merge? Mail Merge in a feature in Microsoft Word that combines contact information (names, addresses, etc.) with a form letter, label or email so it can be personalized.

Why Mail Merge? Letters: Create mass mailings while personalizing information in the letters. Labels: Convert your contact list data into a sheet of mailing labels. Email: Personalize your newsletters or flyers, and email them out automatically to a customized contact list.

Where do you keep your contacts? Access database Excel workbook Outlook Contacts Table in Word Create them as a step in Mail Merge Labels

Making Labels with Word Step 1: Prepare your data Step 2: Set up your Word document Step 3: Connect to your data Step 4: Insert the placeholders for the names, addresses and other fields in the Word document Step 5: Preview and print

Step 1: Prepare your Data in Excel Your column headers in Excel will become the fields in the labels that mail merge will fill in automatically.

Step 1: Prepare your Data in Excel Make sure the right data is in the correct column. Don’t worry if you have more column headers than you need for your labels; Word will let you choose the right ones.

Using the Step by Step Mail Merge Wizard in Mailings Tab

Task Pane for Mail Merge Wizard Select what you are creating. Letter Label Email 2. Go to next step

Step 2: Set up your Word document to do labels, letters or email. Select Labels

Step 2: Set up your Word document Click Label options to select label type

Step 2: Set up your Word document Choose the label type that matches your label sheets, and click OK.

Step 2: Set up your Word document You will see gridlines for the outlines of the labels. Word has just formatted your document for labels.

If you don’t see Gridlines… Click on the Layout tab under Table Tools. Then, in the Table group, click View Gridlines.

Step 3: Connect to your data Use an existing list Click Browse to locate the file with the contacts (Excel)

Step 3: Connect to your data Clear the check boxes next to any names you don’t want to include.

Step 4: Insert the Address Block Click on Address Block to insert the Name, Street, City, State and Zipcode on the label.

Step 4: Insert the Address Block Remember to click Update all labels

Step 5: Preview Your Labels

Best Practice Click Match Fields if not all of the fields appear on the label.

Step 5: Print Make sure you’ve loaded your labels into your printer. Click Finish and Merge, and then click Print Documents. Edit Individual Documents opens a new document (Labels1) so you can edit individual labels.

Step 5: Print Finally, save your document. The data will remain connected to your document, so that you can use it again. The next time you open the document, Word will ask whether you want to keep that connection. Click Yes to open the document, and then you’re ready to run another mail merge.

Using Mail Merge without Step by Step Wizard – Use Ribbon 5 3 1 2 4

Creating Letters Select Letters under Start Mail Merge

Sending Email Messages with Outlook Select E-mail Messages under Start Mail Merge

Sending Email Messages Type your message in the Word document. When you click Send E-mail Messages, you’ll be prompted to provide a subject line. When you click OK, your email messages will be sent automatically through Outlook.

For More Help Word help on the Ribbon People’s Resource Center Word 2 class www.gcflearnfree.org – Microsoft Office/Word