Getting an Overview of Mail Merge

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Using Word's Mail Merge feature, you can create letters, faxes, email messages, envelopes, labels, and directories once and use them many times. The merge process is basically the same for all document types. The Mail Merge Wizard will walk you through the following basic steps, regardless of the document type you're creating:

1. Select the document type you want to create. In this step, you tell Word whether you want to create a letter, email message, envelope, labels, or directory.

2. Choose the document you want to start with. Here you select or create the file you want to use as the merge document.

3. Select the recipients. In this step, you choose your data list from an existing file, type data in the data source file, or select your Outlook Contacts list.

4. Write your letter (or email message) and add the necessary merge fields.

5. Preview the merge operation and make any last minute changes.

6. Merge the document and the data source and print or send the results.

The next several sections explain more about each of these steps.

Know Your Merge Terms

The following terms might be new to you if you are learning about mail merge for the first time:

• Main document The letter, email, envelope, or label into which the data will be merged.

• Source file Also known as the source list, the file from which the merge data is taken.

• Merge fields Identifiers inserted in the text that indicate to Word the position and type of data you want inserted at that point in the document.

• Address block Includes name and address information.

• Greeting line Adds the opening salutation, along with the name(s) of the recipient(s) you select.

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