How Do You Review What the Mail Merge Will Look Like

Practice yous take a long list of names and addresses that you lot need to send letters to? The Mail Merge procedure combines a Word document with a information source to quickly create letters that experience personal.

Mail Merge Definitions
Starting Certificate	(Main Document) A document that contains the information that is the same for each merged certificate. The starting document contains the field names for the variable information, like the names and addresses that will be inserted.
Data Source or Recipients Listing	A file that contains the information to be inserted into the main document during a mail service merge. For example, it has records containing the names and addresses of the people a mail service merge letter is sent to. Excel spreadsheets, Access databases, or Word certificate tables are proficient examples of data sources.
Field	A data category that stores a specific slice of data. For example, the field «LastName» would but comprise people's last names.
Record	A record is an entire ready of information fields that chronicle to a single matter or person. For example, a unmarried tape would include a person's showtime and last names, address, phone number, and date of birth.
Merge Field	A merge field is where y'all desire to insert the data from a data source into a main certificate. Merge fields appear with chevrons (« ») around them. An instance would be: Dear «FirstName».
Address Cake	A grouping of merge fields that brand up an address in a mail merge document. For example, a single address is made upwards of a name, street accost, city, state, and zip code. Discussion can automatically insert all the appropriate address fields at once, and then you don't have to insert the five or six merge fields yourself.
Greeting Line	A group of merge fields that brand up the greeting line of a mail service merge document, such every bit "Dear Mr. McDonald". Word can automatically insert all the appropriate greeting text, title, and name fields at once, then you don't take to insert the text and required merge fields yourself.
Header Row	Information source information is stored in a table. The outset row of the table is the header row and contains the field names for the data source. For instance, FirstName, LastName, and Address are header rows.

Set up and Choose Document Type

To begin the post merge process, y'all outset need to cull what sort of document you want to create.

1. Click the Mailings tab.
2. Click the Get-go Post Merge push.
3. Select Footstep-by-Stride Post Merge Wizard.

   The Mail service Merge pane appears on the right, ready to walk you through the mail merge.

4. Select a type of certificate to create.
5. Click Next: Starting document.

   

The Mail service Merge wizard advances to the next stride.

Select a Certificate

This next pace is to select a starting document.

1. Select a starting certificate.

   You can utilize the current document as the basis for the mail service merge, or y'all can select a template or existing document instead.

2. Click Next: Select recipients.

   

The Mail Merge wizard moves on to step 3.

Select Recipients

Now, you lot will need to choose where you'll become your list of addresses from. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own listing.

1. Select Use an existing list.
2. Click Browse.

   

3. Select your information file.

   A information file of mail service merge recipients can be in a database file, an Excel spreadsheet, some other Word document, or other types of data files.

4. Click Open.

   The Mail Merge Recipients dialog box displays the addresses that will exist used. If you're using an Excel spreadsheet as a data source, you may too be prompted to select a worksheet containing the addresses.

   If at that place's an accost you don't desire to use, you lot can uncheck information technology.

   

5. Brand sure the correct recipients are selected and click OK.
6. Click Adjacent: Write your letter.

   

The Mail Merge wizard moves on to step 4.

Write Your Letter of the alphabet

Later the main document is ready and the recipient list is connected and edited, yous are ready to insert the merge fields in the document. The merge fields are placeholders in the certificate for unique information from the recipients listing.

When you put a merge field in the main certificate, information from that field will announced for the document that is unique to that recipient.

1. Click where y'all want the information.
2. Select one of the placeholder options.

   You tin can add together merge fields from the sorcerer, or from the Write & Insert Fields grouping on the ribbon:

   • Accost Block: This is a combination of fields to insert the names and addresses of recipients.
   • Greeting Line: This is a combination of fields to insert the recipient'southward name in the greeting line.
   • Insert Merge Field: When y'all click this button, a listing of boosted merge fields you can insert appears.

     

3. Customize the placeholder.
4. Click OK.
5. (Optional) Repeat steps to add each merge field you want to include.
6. Click Next: Preview your messages.

   

The Mail Merge wizard moves on to step 5.

Preview Your Post Merge

Sometimes, it is helpful to see what the data will look like one time it has been inserted into a document, instead of but viewing the merge field names.

Y'all can easily preview how the post merge will appear before finishing the mail merge. This is encouraged to make sure the results appear equally you want them to.

1. Use the arrow buttons in the Mail Merge pane to preview each merged certificate.

   You tin can also apply the arrow buttons in the Preview Results group on the ribbon.

   Click the Find Recipient push in the Preview Results grouping or in the Mail Merge pane to search for a specific recipient.

2. Click Side by side: Consummate the merge.

   

The Post Merge wizard moves on to the last pace.

Complete the Merge

Once you've added the list of recipients and filled out a document with merge fields, the terminal step is to finish the merge past making a separate version of the document for each recipient.

There are a couple of different ways you tin can stop the postal service merge:

• Edit Individual Documents: Puts the results of the mail merge in a new document. Y'all are free to edit the results of the mail merge and save and impress them, just like whatsoever other document.
• Print Documents: Merges records and sends them directly to the printer.

1. Select the option you lot want to use to terminate the post merge.

   You can also click the Finish & Merge button on the ribbon and select a merge pick at that place.

   You're also given the pick to choose which records to merge. You lot tin merge all the records in the list, only the currently displayed tape, or specify a range.

2. Select the records you lot want to merge.
3. Click OK.

   

Word merges the main document and the information from the information source into a new Word document, or merges it and sends it to the printer, based on the option you chose.

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Source: https://www.customguide.com/word/mail-merge-word

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