Top Nav

How to Use Mail Merge in Microsoft Word to Create Batch Documents

Mail Merge is one of the classic features of Microsoft Word used to produce mass documents containing unique information. Some examples where it can be helpful include brochures, newsletters, or materials used in mass mailings. In this article, we show you how to use Mail Merge in the Microsoft Word.

Using the Mail Merge Feature in Microsoft Word

For this example, I will create a document inviting friends to an event. There are two components to a mail merge letter; the main document and the data source such as the names and addresses of the individuals invited to the event. Once you have gathered the information for the data source, Word will handle combining the documents for each invited guest.

The first step is to have all the unique information for each recipient called a Field Name, such as the name, address, and salutation. Another important part of creating a mail merge document is the Form, which contains information delivered to the recipient. The sample letter below contains five fields I will need to include in each document.

sample document

Start Mail Merge Wizard

Create a new blank document in Microsoft Word and select the Mailings tab > Start Mail Merge > Step-by-Step Mail Merge Wizard.

Mail Merge 1

When the Mail Merge wizard comes up, choose the Letters radio box and then click Next: Starting document.

Mail Merge 2

Select Use the current document and then continue to the next step to select recipients. The Mail Merge wizard gives you the choice of using an existing document. If I already had a letter prepared, I could just modify the field names as the basis for the data source.

Mail Merge 3

The Mail Merge wizard is powerful. You can use multiple sources for your recipient list, which include a Microsoft Access Database or Excel Spreadsheet. For this article, I will create my data source from scratch by selecting, Type a new list and then click Create.

Mail Merge 4

Create and Save the Data Source

A form with pre-populated fields will be presented. This might not be ideal since we might not want some of these areas and it might confuse us. So we will delete and modify some of the field names; click the Customize Columns button to do so.

Mail Merge 5

If you go back to our sample document, you will notice we only had five fields, while the pre-populated fields provided by Word totals 13. Some of them are important, so we will keep just the ones we want. To delete a field, select it then click Delete.

Mail Merge 6

Click Yes to confirm the deletion. Repeat this step for all the sections you don’t want.

Mail Merge 6a

Because we don’t have some of the specific fields needed, we will have rename existing fields and add new ones.

Mail Merge 6b

Once complete, the list of field names should match and amount to the same as described in our sample document. Click OK to confirm the changes.

Mail Merge 6C

Proceed to populate the fields with the names and addresses of each recipient, when complete, click OK.

Mail Merge 7

Save your data source, which will merge into your final document.

Mail Merge 8

A preview of your Mail Merge Recipients will be presented. If you want to make changes such as edit or add a field, select the Data Source, then click Edit. Proceed to write your letter, then enter merge fields where necessary.

Mail Merge 9

Insert Merge Fields

To insert a merge field, select the Mailings tab, then click Insert Merge Field, then choose your merge field. Repeat the steps to populate your document with the appropriate merge fields.

Mail Merge 10

When complete, save your letter, this will be called the Form Letter. If you know, you might use the document with a similar structure, and you can choose the option to reuse it in an existing document during the Mail Merge wizard.

Mail Merge 11

Merge Final Document

Here comes the fun part, merging your document. Select the Mailings tab, then click Finish & Merge button then click Edit Individual Documents.

Mail Merge 12

Select All then click OK.

Mail Merge 15

That’s it. Now all of your documents are ready to print or review.

Mail Merge 16

These instructions also work in Microsoft Word 2013, 2010 and 2007. If you are producing documents such as certificates, the Mail Merge functions also work in Office applications such as Microsoft Publisher.

For more tips and tricks for using Microsoft Office, check out the following articles, or browse our complete archive of Office articles.

More Reading:

One Response to How to Use Mail Merge in Microsoft Word to Create Batch Documents

  1. Brian August 15, 2016 at 2:31 am #

    Mail Merge… Wow! That takes me back a few years. I used Mail Merge when I was a U.S. Army Recruiter 2000-2003. I overheard someone mention Mail Merge while I was in Recruiting school. Played with it and figured out how to do a mass mailing to all of the recent HS Grads and new Seniors. I spent the better part of a Saturday putting everything together. Pulled in four contracts over a three month period for my effort. Used it twice a year. Very handy tool.

Leave a Reply