There is more than one way to create mail merge documents. The easiest way to create merge documents is to follow the icons. Open Word, click on TOOLS, Letters and Mailings, Show Mail Merge Toolbar. Start on the left side and work to the right, number the icons from 1 - 22.
The Basic letter:
1. The process starts with creating the main document.
2. Create the list of names and address (other information can also be used).
3. Insert the "replacement fields" into the main document.
4. Merge the files together.
The Toolbar:
1. Main Document Setup
2. Open Data Source
3. Mail Merge Recipients
4. Insert Address Block
5. Insert Greeting Line
6. Insert Merge Fields
7. Insert Word Fields
8. View Merged Data
9. Highlight Merge Fields
10. Match Fields
11. Propagate Labels
12. First Record
13. Previous Record
14. Go To Record
15. Next Record
16. Last Record
17. Find Entry
18. Check For Errors
19. Merge To New Document
20. Merge To Printer
21. Merge To E-Mail
22. Merge To Fax
The Process:
1. Main Document Setup -
Type the document. Be sure to save the letter in a location you can remember. Name this file: MM Document - Project Name.
2. Open Data Source, or Create it -
Open Excel, in Row 1 type the column headings. Row 2 and beyond, type the information. Be sure to save this list in a location you can remember. Name this file: MM Data Source - Project Name. This file can easily be updated.
To open an existing data source, click on icon #2, find the location of the file and open. The Select Table form will open, click on Sheet1$, (if you are using Excel) click OK.
3. Mail Merge Recipients -
Click on icon #3, the Mail Merge Recipients form will open. Click on the small box in front of the name to include or exclude, click OK.
4. Insert Address Block -
Move the insertion point to the address section of your Word document. Click Icon #4 to insert the Address Block. Your document will look like.
5. Merge to new document -
Click on icon #19 to merge the document and the list of names. By merging to a new document rather than the printer, you have one more chance to look at your letters and make changes.
6. Print the documents -
Click on Print to print the documents.
Companion Article to Excel Creates Mailing List
