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Using Mail Merge in Word 2010

To use mail merge to create multiple letters:

1. Create your data list containing all the details you require and save, e.g. firstname, last name, school, email, etc.

a. You can use either Microsoft Excel or a table in Microsoft Word to store

the data. I prefer Excel as you have the ability to sort and re-arrangedata as required.

2. Createyour document (letter) and save.

To start the Mail Merge:

1. Open your letter

2. Click on the Mailings tab.

3. Click Select Recipientsselect Use Existing List (this allows you to

locate and open the data file that stores the information to be inserted into theletter)

4.

Navigateto thelocation ofthe data file.

5. Click on the name

of the file, click Open

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6. This shows all the available sheets in your spreadsheet. Click on therequired sheet. Click OK.

7. Note: This process links the data file to the letter

8. In your letter, position the cursor at the place where information from thedata file is to be inserted. E.g. Name

9. From the Mailings Ribbon select Insert Merge Field

i. A list of the column headings (fields) from

your spreadsheet or table will be shown

ii. Click on the required field this will insert thefield name (placeholder) into the letter. When

merged this placeholder will be replaced by thecontents of that column.

10.Repeat this process inserting all field names in the

correct place in the letter.

11. Save your letter.

12. You can also determine which letters will be produced.

Field

Names

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13.From the Mailings Ribbon click Edit Recipient List

i. This displays all the information in your data file.

14.You can select/de-select recipients as required by clicking in the box

next to their names.

Completing the merge

1. From the Mailings Ribbon click Finish and

Merge

2. There are 3 options available:

Edit individual Documents - allows you tosee all the merged letters so minor changes can be made to them ifrequired. I do this all the time! The merged documents are a separate file so

you can also save the merged letters if required.

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Print Documents sends the merged documents directly to the printer.

Send E-mail Messages sends the merged letters to the recipient via e-mail.

o To: Select the name of the

column containing the emailaddresses from the drop-downmenu e.g. email

o SubjectLine: Type in the

subject of your e-mail

o Mail Format: Choose from:

HTML

Plain Text

Attachment

o Be very careful with e-mail you wont see much happening just

the different data flashing past but it does send the e-mail

NOTE:

o To use this option, you MUST have the email address in a

column in your spreadsheet/table

Note:

1. For each option you have the ability tochoose which records are printed,displayed, e-mailed.

2. Choose from All, Current Record or

From: To:

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Creating Labels using Mail Merge

1. Create your data file using Excel or a Word table. Save it.

2. From the Mailings Ribbon click Start Mail Merge and select Labels

3. From the dialog box displayed set:

a. Label Vendors: to Avery A4/A5 (what we use in the office)

b. Product Number: to L7163 (or whatever the number of the label

type is)

c. Click OK

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4. The page will be displayed with an outline grid

a. If the gridlines arent visible, click the Home ribbon

b. Click on the Borders icon (next to paint bucket)

c. Select View Gridlines from the dropdown

menu

5. Position the cursor in the first label. Type in any data that will remain

constant or add some clip art.

6. From the Mailings Ribbon click Select Recipients and choose Use

Existing List

7. Locate the spreadsheet/table that contains the data.

8. Click on the name and click Open

9. From the Mailings Ribbon click Insert Merge Field.

10. Insert the headings that are required e.g. Name, School

11. You can also add images to the label using clip art or other images.12. Your page should now look like this:

13. Click Update Labels this will copy the informationacross to all other labels.

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14. Click Preview Results to have a look at how the labels look

15. Click Finish and Merge choose Edit Individual Documents to

check then print.

Note:

You cannot open a copy of the spreadsheet/table while the merged letter is

open.

The letter you use as a mail merge is linked to the data file you set. Youmay use the same letter with a different data source if you do then

when opening the letter make sure you select NO when the following dialog

box is displayed:

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