Getting an Overview of Mail Merge

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Using Word's Mail Merge feature, you can create letters, faxes, e-mail messages, envelopes, labels, and directories that you can create once and use many times. Even though you can create a variety of document types, the merge process is basically the same. The Mail Merge Wizard will walk you through these basic steps, no matter which 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, e-mail 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 e-mail 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.

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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 is the letter, e-mail, envelope, or label into which the data will be merged.
• Source file or list is the file from which the merge data is taken.
• Merge fields are identifiers inserted in the text that indicate to Word the position and type of data you want to be inserted at that point in the document.
• Address block includes name and address information.
• Greeting line adds the opening salutation, along with the name of the recipient you select.

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