Merging Data into a Letter. Start with a letter that has places where you want to merge individual data ready to go.

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Presentation transcript:

Merging Data into a Letter

Start with a letter that has places where you want to merge individual data ready to go.

Go to the Mailings tab and click on Start Mail Merge > Step by Step Mail Merge Wizard On the right side of the screen you will get the wizard. Make sure letters is selected and then click Next: Starting document

Select use the current document then click next. Then click use an existing list and browse to find it. Choose your file from the dialog box. Then choose write your letter.

Click in your letter where you want to insert something like the address block and click the address block link. This dialog box will open and you will get options on how you want the name displayed and you will see a sample of how the data will look. Sometimes Word does not guess your fields right and you need to open match fields to tell it which field is which. When all is good, click Ok.

If your fields are not coming up right, be sure to click the match fields button and match them up so your addresses display properly.

The process is similar for inserting a greeting line. Notice you can have the merge program add the comma too. You can click the more link and merge any field anywhere in the document.

When you are done merging fields you can preview your letters. You can use the arrows to sift through the records and see how they look.

Once you are satisfied that your letters look ok, complete the merge. Then you can either just print or edit individual letters. Clicking the edit link creates a brand new document with a page for each letter. It is highly recommended that you do this and save this document for reference in the future. Once you have your document, you can print it and mail it.