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Microsoft word 2016 mail merge free
For example, the recipient list is a Microsoft Access database file or an Excel worksheet. This database is typically a list of names, addresses, phone numbers, and other categories of personal information.
The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents. Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose. Note the following requirements for the data table:. Each row should provide information about a particular item. For example, in a mailing list, each row might include information about a particular recipient.
Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, as shown in the following sample data file. After you create your Excel data file, save it, and then close the data file. For more information about how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:. Under Select document type , click Letters.
The active document becomes the main document. The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window.
To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in a later step.
In the Start from existing box, select the document that you want, and then click Open. If you do not see the document, click More files , and then click Open.
In the Open dialog box, locate the document that you want, and then click Open. Under Select recipients , click Use an existing list. In the Select Data Source dialog box, locate and then click the Excel worksheet that you want to use. By default, Word opens the “My Data Sources” folder. If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box.
Here, you can refine the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, select the recipients that you want to include.
To do this, use one of the following methods:. Use the check boxes to designate recipients. This method is most useful if the list is short.
Click to select the check boxes next to the recipients that you want to include, and then click to clear the check boxes next to the recipients that you want to exclude.
Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want. Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort.
For example, if you want to display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge.
After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier. To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if there are 10 or fewer unique values in the column, you can filter by specific information.
For example, if there are multiple addresses that list Australia as the country, you can filter by Australia. The Mail Merge Recipients dialog box displays only the designated records.
To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want.
If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses. Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document.
Insert merge fields where you want to merge names, addresses, and other information from the data source. To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option.
If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge.
Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient’s name.
For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields.
Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.
Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:.
To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.
You can use the current document as the basis for the mail merge, or you can select a template or existing document instead. This example uses an existing list from a database, but you can also select Outlook contacts or manually create your own list.
A data file of mail merge recipients can be in a database file, an Excel spreadsheet, another Word document, or other types of data files. The Mail Merge Recipients dialog box displays the addresses that will be used. If there’s an address you don’t want to use, you can uncheck it. After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document.
The merge fields are placeholders in the document for unique information from the recipients list. When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient. Sometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names. You can easily preview how the mail merge will appear before finishing the mail merge.
This is encouraged to make sure the results appear as you want them to. You can also use the arrow buttons in the Preview Results group on the ribbon. Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific recipient.
You can merge all the records in the list, only the currently displayed record, or specify a range. Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose. Toggle navigation. Free Word Training. Mail Merge Definitions Starting Document Main Document A document that contains the information that is the same for each merged document.
The starting document contains the field names for the variable information, like the names and addresses that will be inserted. Data Source or Recipients List A file that contains the information to be inserted into the main document during a mail merge. For example, it has records containing the names and addresses of the people a mail merge letter is sent to.
Microsoft word 2016 mail merge free. How to Mail Merge from MS Word and Excel (Updated Guide)
For example, a form letter might be personalized to address each recipient by name. Document types Letters that include a personalized greeting. Step C In the window that appears, click on the Upload tab to import your Excel sheet. In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK. Yes No. Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work. Click OK to accept the list as is.
Adding attachments in mail merge in Word – Microsoft Community.Word Mail Merge
Use mail merge for bulk email, letters, labels, and envelopes Mail merge lets you create a batch of documents that are personalized for each recipient. For. Microsoft Word – Mail Merge. Mail merge is a tool which allows you to create form letters, mailing labels and envelopes by linking. Use mail merge for bulk email, letters, labels, and envelopes Mail merge lets you create a batch of documents that are personalized for each recipient. For.