How to Merge Documents

Overview of mail merge

This topic provides reference information about:

How do I start a mail merge?

You can use the Mail Merge Helper to create form letters, mailing labels, envelopes, or catalogs. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.

Open or create a main document, which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or catalog.
How to Create a Form Letter
Open or create a data source, which contains the data that varies in the merged documents — for example, the name and address of each recipient of a form letter. The data source can be an existing spreadsheet, database, or text file, or a Word table that you create by using the Mail Merge Helper.
In the main document, insert merge fields, which are placeholders that tell Microsoft Word where to insert data from the data source.
Merge data from the data source into the main document. Each row (or record) in the data source produces an individual form letter, mailing label, envelope, or catalog item. You can send the merged documents directly to a printer, or to e-mail addresses or fax numbers. Or you can collect the merged documents into a new document so you can review and print them later.

Note If you’re sending mail to U.S. addresses, and you’re using one of the following versions of Microsoft Office (Small Business, Professional, or Premium), then you can use Direct Mail Manager to create form letters, mailing labels, and envelopes for a direct mailing, take advantage of U.S. Postal Service bulk mail discounts, and find out about services that can print and deliver a mailing for you. For more information, see Direct Mail Manager Help.

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What types of data sources can I use?

You can use just about any type of data source that you want, including a Word table, Microsoft Outlook contact list, Excel worksheet, Microsoft Access database, or ASCII text file. If you haven't already stored information in a data source, Word guides you step by step through setting up a Word table that contains your names, addresses, and other data. Learn about mail-merge data sources.

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How do I customize a mail merge?

To customize a mail merge, you can specify which data to merge, preview the merged documents, and fine-tune the results. For example, you can target specific customers, such as those in specific postal code areas. Or you can have Word prompt you to enter a client’s appointment date and time.

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