Word 2013: Mail Merge

Word 2013: Mail Merge

Word 2013: Mail Merge

Mail Merge allows you to create customized form letters and labels. To do this, you will first create the standardized portion of the document in Microsoft Word with placeholders for the customized data. Then, you will retrieve the customized fields from a data source like Microsoft Excel or Cedarville’s Colleague database.

Create a Form Letter

Follow the instructions below to create the standardized portion of the letter including its recipients. 

To select a starting document:

  1. In Word, open or create the letter you wish to mail out.
  2. Under the [Mailings] tab, from the "Start Mail Merge" group, click [Start Mail Merge] > Select "Letters."

To select recipients:

  1. Under the [Mailings] tab, from the "Start Mail Merge" group, click [Select Recipients] > Select "Use an Existing List."
  2. In the resulting dialogue box, select the file containing your recipients > Click [Open]. The "Select Table" dialogue box will appear.
  3. Click to select Sheet1$ (If your data has column headings, click the check box labeled "First row of data contains column headers") > Click [OK].
  4. From the "Start Mail Merge" group, click [Edit Recipient List]. 
  5. By default, all recipients are selected. Click to un-check any recipients that you do not wish to include.
  6. Click [OK].

Insert Placeholders (Merge Fields)

Follow the instructions below to insert placeholders in your document to correspond to the data fields in your data source.

To insert an address block placeholder:

  1. Position your mouse where the recipient's name and address information should appear. 
  2. Under the [Mailings] tab, from the "Write & Insert Fields" group, click [Address Block]. 
  3. In the resulting dialogue box, click the check-boxes to specify the address elements you wish to display.
  4. Click [Match Fields...]  to make sure Mail Merge recognizes all of the fields in your data source and matches them with the appropriate part of the address block (e.g. the Last Name field displays as the last name, etc.).
  5. Use the drop-down menus to modify the default selections.
  6. Click [OK] twice to return to your document.

To insert a greeting line placeholder: 

  1. Place your cursor where the greeting line should appear.
  2. Under the [Mailings] tab, from the "Write & Insert Fields" group, click [Greeting Line]. 
  3. Select the greeting option of your choice, and then click [OK].

To insert additional field placeholders (e.g. travel destination, department name): 

  1. Place your cursor at the appropriate place within your letter.
  2. Under the [Mailings] tab, from the "Write & Insert Fields" group, click [Insert Merge Field]. 
  3. From the drop-down men, choose the appropriate field from the drop-down list.
  4. Click [Insert] > [Close].

To preview the results: 

  1. Under the [Mailings] tab, from the "Preview Results" group, click [Preview Results]. 
  2. To scroll through your letters, use the forward and back buttons within the "Preview Results" group. 

To complete the merge: 

  1. Once you are satisfied with the letters, under the [Mailings] tab, from the "Finish" group, click [Finish & Merge]. 
  2. To merge all the letters to a new document to edit  each letter individually, select "Edit Individual Documents."

Create Labels

Follow the instructions below to create multiple labels from a Word table that contains names and addresses.

To select a starting document:

  1. Open a blank Word document.
  2. Under the [Mailings] tab, from the "Start Mail Merge" group, click [Start Mail Merge] > Select "Labels..."
  3. In the resulting dialogue box, choose your label vendor and product number (e.g. Avery #8660), and then click [OK]. A grid should appear in your document.

To select recipients:

  1. Under the [Mailings] tab, from the "Start mail Merge" group, click [Select Recipients] > Select "Use an Existing List."
  2. In the resulting dialogue box, select the file containing your recipients > Click [Open]. Your grid will pre-fill with <>indicators.
  3. From the "Start Mail Merge" group, select "Edit Recipient List."
  4. Select the "Zip" column heading > Select "Sort Ascending" to sort your data source in zip code order.
  5. By default, all recipients are selected. Click to un-check any recipients you do not wish to include.
  6. Click [OK].


Keywords: Mailmerge, customize labels, customize letters, multiple letters 

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