Microsoft Word XP
Mail Merge Wizard: An Overview
The Mail Merge Wizard takes you step-by-step through the process of creating merged documents. It is always available and easily accessible in the task pane. At each step there are options to choose form that will help you to tailor the merge to your needs. This document describes each step in general and the options available. At any point while using the wizard, you can go back to a previous step to adjust your choices.
- Selecting the Document Type
- Establishing the Starting Document
- Selecting the Recipients
- Writing your Letter
- Previewing your Letters
To Access the Mail Merge Wizard:
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From the Tools menu, select Letters and Mailings » Mail Merge Wizard...
The Mail Merge task pane appears.
Selecting the Document Type
Your options for document type are:
Letters
Allows you to tailor one letter to many individuals.
E-mail messages
Allows you to personalize a message as you would form letters and send them via email. For instructions on how to perform this type of merge, refer to Creating an Email Merge.
Envelopes
Allows you to print envelopes with different addresses. For instructions on how to perform this type of merge, refer to Creating Merged Envelopes.
Labels
Allows you to print labels with different addresses. For instructions on how to perform this type of merge, refer to Creating Mailing Labels.
Directory
Allows you to gather varied but related information into a list. For example, list the names, office locations, and phone numbers to create a departmental or organizational directory.
Establishing the Starting Document
Your options for the starting document are:
Use the current document
Uses the document currently open.
Start from a template
Uses a preset Word design. Once you make this selection a link appears. Clicking it takes you to the Select Template dialog box where you can choose the template you want to use.
Start from existing document
Uses a previously saved document. Once you make this selection, you can choose from a list of recently used files or select another of your files.
Selecting the Recipients
Your options for selecting recipients are:
Use an existing list
Uses a previously saved list. Once you make this selection, a link appears. Clicking it takes you to the Select Data Source dialog box where you can choose the file you want to use.
Select from Outlook contacts
Uses your Outlook contacts as recipients. You must use Outlook and have existing Contacts. Once you make this selection, Word retrieves your Outlook Contacts in the form of an editable recipient list.
Type a new list
Allows you to create your own list by typing each recipient.
Writing your Letter
During this step you will be adding text and variable information to your letter. To assist you in this, Word has a number of pre-formatted entries along with the fields from your recipient list. Frequently used options include:
Address block
Lets you specify the format of recipients' names, whether to insert the company name and postal address, and format the postal address.
Greeting Line
Allows you to format how the greeting line will appear (e.g. Dear Mr. Randall,) and choose which format to use for invalid names (e.g. Dear Sir or Madam,).
More items
Enables you to insert additional address and database fields.
Previewing your Letters
At this point, you are almost ready to merge. Before you do so, it is a good idea to preview your letters. You can browse through the letters by clicking either the PREVIOUS or NEXT button. You can also locate specific recipients.
Based on what you see during this preview, you may decide to edit your letter, edit the recipient list, or exclude one or more recipients from the merge.
