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Microsoft Word 2008

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, which serves as your main document. Using data from a table or external database, you can print this 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: An Overview.

  1. From the Tools menu, select Mail Merge Manager
    The Mail Merge Manager palette appears.
    Mail Merge Manager palette

  2. In the Select Document Type section, from the Create New pull-down menu, select Form Letters...

  3. In the Select Recipients List section, from the Get List pull-down menu, select Open Data Source...
    The Choose a Data file dialog box appears.

  4. Navigate to and select the appropriate file

  5. Click OPEN

  6. To insert merge fields from your data source,
    1. In the Insert Placeholders section, select the Contacts tab
    2. Click and drag a field to the desired location in your document

  7. To insert conditional statements,
    1. In the Insert Placeholders section, select the More tab
    2. Click and drag a field to the desired location in your document

  8. When finished, click PREVIEW RESULTS
    A preview of your first recipient's letter appears.

  9. OPTIONAL: To preview your document with other recipients' information, in the Preview Results section, click the arrows

  10. To finish and print letters
    1. In the Complete Merge section, from the pull-down menu, select the appropriate option to designate which records to finish
    2. Click MERGE TO PRINTERMerge to Printer button
      OR
      Click MERGE TO DOCUMENTMerge to Document button

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