Mail merge is a powerful feature in Microsoft Word that streamlines the process of creating personalized letters, labels, envelopes, and even email messages. However, the steps involved in using this feature can be confusing if you’re new to Word. In this article, we will provide step-by-step instructions on how to print your mail merge letters in word.
Start by creating the letter you want to use for your mail merge. Position the cursor where you want the personal information to appear, then select the Insert Merge Field button in the Mailings tab. Select the name of the field from the list, and then press Insert to add it to the document. Continue to do this for each of the merge fields you need to create in your letter. You can also preview your results by selecting Mailings > Preview Results.
After you’re finished adding the personalized information to your letter, save it. When prompted, choose Yes when Word prompts you to keep the connection between your letter and your data source for future use.
You need a data source file — either an Excel spreadsheet or an Access database, for example — to perform a mail merge. The data source contains the records that Word pulls information from to build the individual letters, labels, or other documents. It usually includes fields such as Company Name, First Name, Last Name, Address, City, State, and Zip Code.
To finish your mail merge, click the Mailings tab and then click the Finish & Merge group. If you need to edit the merged documents before printing or sending them as email messages, select Edit Individual Documents. Otherwise, select Print Documents or Send Email Messages. If you select Print Documents, Word prints each merged document in a new section. To print only some of the merged documents, precede the document’s section number with an S in the Pages box in the Print dialog box.
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