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Microsoft Word 2007

Mail Merge: Using Outlook Contacts for Mail Merge

Using the Mail Merge option in Microsoft Word 2007 is an easy way to prepare documents for large mailings. Instead of creating your own list of recipients, Word allows you to use the Contacts in your Outlook account.

NOTE: For more information about Word's Mail Merge process, refer to Mail Merge: An Overview

To create a mail merge using Outlook Contacts:

  1. Open a blank Word document

  2. From the Ribbon, select the Mailings command tab

  3. In the Start Mail Merge group, click START MAIL MERGE » select the desired document type
    EXAMPLE: Select Letters
    Start Mail Merge button and menu

  4. In the Start Mail Merge group, click SELECT RECIPIENTS » select Select from Outlook Contacts...
    The Select Contacts dialog box appears.

  5. Click OK
    The Mail Merge Recipients dialog box appears, displaying your Outlook Contacts.
    Mail Merge Recipients dialog box

  6. Select the contacts you would like to add to your recipients list
    NOTE: A recipient is selected if a checkmark appears before their name.

  7. Click OK
    NOTE: To edit the recipient information, refer to Working with the Recipients List.

  8. In your document, type the message, leaving space for information to be added in the mail merge

  9. To insert merge fields
    1. Position the insertion point where you want to insert the variable information within your document
    2. In the Write & Insert Fields group, click INSERT MERGE FIELD » select the desired field
      NOTES:
      Be sure to click the text of the INSERT MERGE FIELD button below the picture to access the drop-down list.
      The fields available to you will be the column headers of your Contacts.
      Insert Merge Field button and menu

  10. When finished, in the Preview Results group, click PREVIEW RESULTSPreview Results button
    A preview of your first recipient's letter appears.
    NOTE: For more information on editing the recipient information, refer to Working with the Recipients List.

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

  12. To print the document
    1. From the Finish group, click FINISH & MERGE » select Print Documents...
      Finish and Merge button and menu

      The Merge to Printer dialog box appears.
      Merge to Printer dialog box
    2. To print documents for all of your selected records, select All
      To print a document for only the record displayed, select Current record
      To print documents for only certain records, type a range in the text boxes
    3. Click OK
      The Print dialog box appears.
    4. Make any necessary adjustments
      NOTE: Refer to Printing Options for Specific Pages for more information.
    5. Click OK

    To make changes to the documents
    1. From the Finish group, click FINISH & MERGE » select Edit Individual Documents...
      Finish and Merge button and menu
      The Merge to New Document dialog box appears.
      Merge to New Document dialog box
    2. To edit the documents for all of your selected records, select All
      To edit the document for only the record displayed, select Current record
      To edit the documents for only certain records, type a range in the text boxes
    3. Click OK
    4. Make the appropriate changes in the new document that appears
    5. Save the document

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