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Idea Transcript
Quick Reference Card - Mail merge I: Use mail merge for mass mailings
Mail merge basics To complete the steps in the Mail Merge Wizard you will need to connect or create a recipient list (or data source). The recipient list most commonly is a:
worksheet in Excel
table in Word (the Mail Merge Wizard has a step to create this table)
table in Access
Outlook contacts list
But it can also be a table in:
a database program for which you have an OLE-DB provider or ODBC driver installed
any Messaging Application Programming Interface (MAPI)-compatible program
Steps in the Mail Merge Wizard To perform a mail merge, click Start Mail Merge on the Mailings tab, and then click Step by Step Mail Merge Wizard. To
Do this is in the wizard
Choose a document type
Click the document type that you want to create. Click Next: Starting document at the bottom of the task pane to move to the next step.
Open the main document
Choose your starting document by clicking an option in the task pane.
If you're creating letters, e-mail messages, or a directory, you can start with the open document, with a template on your computer or from Office Online, or from an existing document you created previously.
If you're creating envelopes or labels, you can choose the envelope or label size and style you want, or open an existing envelope or label document you created previously. Click Next: Select recipients at the bottom of the task pane.
Connect to a recipient list
Click one of the options in the task pane to:
Connect to a recipient list on your computer or on a server that already exists. You'll
have to browse to locate the file, and then choose the worksheet or table within the file that you want to use.
Connect to your Outlook Contacts file. You'll have to choose the contact list folder you want to use.
Create a new recipient list from scratch. You'll type information in the New Address List dialog box to create a mailing database (.mdb) file. After you connect to or create the recipient list, the Mail Merge Recipients dialog box opens. Use the column headings, check boxes, and buttons to sort and choose the recipient information that you want to use in the merge.
Choose recipients and their information
Click Next: Write your letter at the bottom of the task pane. Add content and placeholders (fields)
Type, insert, or paste into the main document the content that you want to appear in each merged copy. In the task pane, click the:
Address block to add an address block field.
Greeting line to add a greeting line field.
More items to add a placeholder (field) representing any column from your recipient list. Click Next: Preview your letter at the bottom of the task pane.
Preview
Use the buttons and arrows in the wizard to preview the merged documents. If you see errors, click Previous at the bottom of the task pane to return to the previous step and fix the problems. Click Next: Complete the merge at the bottom of the task pane.
Complete the merge
Click an option in the task pane to:
Print the merged documents.
Electronically send the merged documents if they are e-mail messages.
For letter, envelope, or label document types, create a comprehensive document that contains all the merged documents, with one document per page.
Save the documents
Saving the main document will retain the recipient list connection. To save the document:
Click the Microsoft Office Button.
Click Save. Then choose a location and name for the file and click Save again. You can also save the large comprehensive document this same way.