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Microsoft Word 2007

Mail Merge: Working with the Recipient List

For a successful Mail Merge, you will need to establish a recipient list, which is also referred to as the data source. This contains the information that will vary with each record, such as names or identification numbers. If you are creating a mailing list, for example, names and addresses will be included in your data source. 

You can either create a new data source or use a pre-existing source (such as your Outlook Contacts). You may also wish to alter which entries are included from your data source without having to open it, change the appropriate entries, and then save the changes. Mail Merge allows you to specify which individual entries you want to include as well as add and delete data source entries and fields. This document covers the following topics:

For more information on the data source, refer to Mail Merge: An Overview.

return to topCreating a New Data Source

Before creating the data source document, take a moment to plan out the information you want to include. While you can always add or remove fields after creating your data document, it is most efficient to know which fields will be necessary before creating the data document in the first place.

  1. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGEStart Mail Merge button
    The Start Mail Merge sub-menu appears.

  2. From the Start Mail Merge sub-menu, select the desired type of starting document
    EXAMPLE: Select Letters

  3. Click SELECT RECIPIENTSSelect Recipients button» select Type New List
    The New Address List dialog box appears.
    New Address List dialog box

  4. Click in a field to add information

  5. In the appropriate fields, type the desired information for the data source

  6. OPTIONAL:
    1. To remove fields, refer to Deleting Fields
    2. To add fields, refer to Adding Fields
    3. Repeat steps a and b until you are left with the desired data fields
    4. Click OK to return to the New Address List dialog box

  7. OPTIONAL:
    1. To add additional entries, refer to Adding an Entry
    2. To delete an entry, refer to Deleting an Entry
    3. Repeat steps a and b until all of your entries have been made

  8. When all entries are complete, click OK
    The Save Address List dialog box appears.
    NOTE: The default save location is My Data Sources and the file extension is .mdb (Microsoft Office Address Lists).

  9. Using the Save in pull-down list, navigate to the desired save location

  10. In the File name text box, type the desired name for your address list

  11. Click SAVE
    The Mail Merge Recipients dialog box appears.

  12. OPTIONAL: To include recipients in the merge, select the checkbox beside their entry
    To exclude them, deselect the checkbox beside their entry

  13. When finished, click OK

return to topAccessing the Data Document

Once your data source has been created, you can continue to make changes to it. In order to do so, you must open the data source.

  1. Open the main document

  2. From the Mailings tab, in the Start Mail Merge group, click EDIT RECIPIENT LISTEdit Recipients List button
    The Mail Merge Recipients dialog box appears.
    Mail Merge Recipients dialog box

  3. From the Data sources list, select the desired entry by clicking it once

  4. Click EDIT
    The Edit Data Source dialog box appears.
    Edit Data Source dialog box

return to topAdding and Deleting Data Source Fields

You can add or delete field names even after you have merged the data and main documents.

Adding Fields

  1. Access the Data Document

  2. From the Address List dialog box, click CUSTOMIZE COLUMNS...
    The Customize Address List dialog box appears.

  3. Click ADD...
    The Add Field dialog box appears.

  4. In the Type a name for your field text box, type the desired field name

  5. Click OK
    The new field appears in the Field Names section.

  6. Repeat steps 3–5 until all desired fields have been added

  7. Click OK

  8. For the added field(s), type the appropriate information

  9. Click OK
    The Mail Merge Recipients dialog box appears, with the new field and information added.

Changing Field Order

  1. Access the Data Document

  2. From the Address List dialog box, click CUSTOMIZE COLUMNS...
    The Customize Address List dialog box appears.

  3. From the Field Names scroll list, select the field name you want to move

  4. Click MOVE UP or MOVE DOWN

  5. Repeat steps 3–4 until all desired field names have been repositioned

  6. Click OK

  7. Click OK
    The Mail Merge Recipients dialog box appears.

Deleting Fields

If you delete a field, the data in the field is also deleted.

  1. Access the Data Document

  2. From the Address List dialog box, click CUSTOMIZE COLUMNS...
    The Customize Address List dialog box appears.

  3. In the Field Names section, select the field you want to remove

  4. Click DELETE
    A confirmation dialog box appears.

  5. To delete the field, click YES

  6. Repeat steps 3–5 until all desired fields have been added

  7. Click OK

  8. Click OK
    The Mail Merge Recipients dialog box appears.

return to topAdding and Deleting Data Source Entries

You can add, edit, or delete records even after you have merged the data and main documents. For the changes to take effect, however, you will have to re-merge the documents. If you want to create a new data source document, refer to Creating a New Data Source.

Adding an Entry

  1. Access the Data Document

  2. Click NEW ENTRY

  3. Type the new record information

  4. Repeat steps 2–3 as necessary

  5. Once all new records are entered, click OK
    A confirmation dialog box appears.

  6. To save your changes, click YES
    To close without saving changes, click NO

Deleting an Entry

  1. Access the Data Document

  2. In the Edit Data Source dialog box, select the record you wish to delete

  3. Click DELETE ENTRY
    A confirmation dialog box appears.

  4. To delete the entry, click YES

  5. Repeat steps 2–4 as necessary

  6. Once all changes have been made, click OK
    A confirmation dialog box appears.

  7. To save your changes, click YES
    To close without saving changes, click NO

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