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Microsoft Word 2007

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. Open a blank Word document

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

  3. From the Start Mail Merge sub-menu, select Letters
    Start Mail Merge button and menu

  4. In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...
    Select Recipients button and menu
    The Select Data Source dialog box appears.

  5. From the Look in pull-down list, locate and select the file you will use for your list

  6. Click OPEN

  7. To select the recipient(s) you want to include in your mail merge,
    1. In the Start Mail Merge group, click EDIT RECIPIENT LIST
    2. Select the recipients
      NOTE: A recipient is selected if the checkbox beside their entry is selected.
    3. Click OK
      NOTE: To edit the recipient information, refer to Working with the Recipients List.

  8. If you have not already done so, in your document, type the text of your letters

  9. To insert merge fields,
    1. Position the insertion point at the proper place in your document
    2. In the Write & Insert Fields group, click INSERT MERGE FIELD » select the desired field
      Insert Merge Field button and menu

  10. When finished, click PREVIEW RESULTS
    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 section, click the arrows

  12. To print the letters,
    1. Click FINISH & MERGE » select Print Documents...
      Finish and Merge button and menu

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

    To make changes to the letters,
    1. Click FINISH & MERGE » select Edit Individual Documents...
      The Merge to New Document dialog box appears.
    2. Make the appropriate selection
    3. Click OK
    4. Make the appropriate changes in the new document that appears
    5. Save the documents

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