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Microsoft Word 2003

Mail Merge: Creating Merged Letters

One popular use of the Mail Merge feature is to create form letters. Mail Merge allows you to set up one letter (your main document). Using data from a table or external database, you can print one letter with different information for each record in the database or table.

These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Mail Merge Wizard: An Overview.

  1. Open a blank Word document

  2. From the Tools menu, select Letters and Mailings » Mail Merge...
    The Mail Merge task pane appears.

  3. Under Select document type, select Letters

  4. Click NEXT: STARTING DOCUMENT

  5. Under Select starting document, select Use the current document

  6. Click NEXT: SELECT RECIPIENTS

  7. Under Select recipients, select Use an existing list

  8. To retrieve an existing recipient list,
    1. Under Use an existing list, click BROWSE...
      The Select Data Source dialog box appears.
    2. From the Look in pull-down list, locate and select the file you will use for your list
    3. Click OPEN
      The Mail Merge Recipients dialog box appears.

  9. Select which recipient(s) you want to include in your mail merge
    NOTE: To edit the recipient information, refer to Working with the Recipient List.

  10. Click OK

  11. Click NEXT: WRITE YOUR LETTER

  12. If you have not already done so, write your letter and insert the variable fields

  13. When finished, click NEXT: PREVIEW YOUR LETTERS
    A preview of your first recipient appears.
    NOTE: For more information on editing the recipient information, refer to Working with the Recipient List.
    HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT

  14. Click NEXT: COMPLETE THE MERGE

  15. To print the letters,
    1. Under Merge, click PRINT...
      The Merge to Printer dialog box appears.
    2. Make the appropriate selection
    3. Click OK
      The Print dialog box appears.
    4. To specify the feedsource,
      1. Click OPTIONS...
        The second Print dialog box appears.
      2. From the Default tray pull-down list, make the appropriate selection
      3. Click OK
    5. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection
    6. Make any necessary adjustment.
      NOTE: Refer to Printing Options for Specific Pages for more information.
    7. Click OK

    To make changes to the letters,
    1. Under Merge, click EDIT INDIVIDUAL LETTERS...
      The Merge to New Document dialog box appears.
    2. Make the appropriate selection
    3. Click OK
      Make the appropriate changes in the new document that appears
    4. Save the documents

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