You can use as few or as many of the data fields as you need to, and you can use them in any order. Insert Merge Field button on the Mail Merge Toolbar. The Header Row within the Data Source will be treated as a mail merge record Īdd all text that you want to appear with every record and insert the appropriate merge fields using the Mail Merge Data Source rather than having a separate Header SourceĬontain a Header row, and if you nevertheless use a separate Header Source, However, where possible, build the Heading Row into your If a Data Source from another program does not contain a Heading Row, or if field names in the Heading Row of your Data Source do not match the merge fields in your Main Document, you can use a separate Header Source and specify the field names.įield names must be listed in the same order as the corresponding information in the Data Source.įield names in the Header Source must match any merge fields you've inserted in the Main Document. Users prefer to use the wizard for this reason.Įxpress address book as the Data Source. Table if you don't want the columns to be incredibly narrow. although you may well need to use Normal View to view all the data in the Row of the table representing the mail merge fields Theĭata is then stored in a Word table, which can easily be transferred to anĭata Source easier to set up without the wizard once you know what you'reĭoing, as it's nothing more than a Word table with the items in the Heading There are four methods you can use for your Data Source:Īs the Data Source setup your fields and type the data for the first time. Label template, you will need to insert the «Next Record» fields yourselfĬatalog Records are merged continuously use for mailing lists, telephone directories, etc.Įnvelopes Similar to form letters except that an envelope paper definition is used.Ĭlick Get Data to select your Data Source. Of every table cell except the first one. If you use the wizard to create your labels, Word will insert a «Next Mailing Labels Records are merged to a table representing the label layout. The task in hand rather than the Normal template so Active Window isįorm Letters A Section Break is placed between records in the completed merge. For most purposes it is much better to use a template specific to New Document, Word will create a blank document based on the Normal You opened in Step 1, select Active Window. You will be asked whether you want to use the Active Window or a New Document. Select the type of Main Document you wish to create. Start the Mail Merge Helper by going to Tools/Mail If you have an existing file you want to use as the merge document open it now.įor WordPerfect users this would be the primary file Mail merge without actually merging (using the ViewMergedData button). Source although you can also mail merge directly to the printer (or faxĬreate a merged document on screen and you can also preview the The end result is a third document, a combination of the Main Document and Data When the Main Document and Data Source are merged, Microsoft Word replaces each merge field in the Main Document with theĭata from the respective field contained in the Data Source. Along with the information that remains the same, the Main Document also contains merge fields, which are references to the fields in the Data Source. This is the information that will change in the Main Document when the merge is completed. Record, and the Data Source contains all the variable information, in theįorm of fields. The Main Document contains the information that will remain the same in each Mail merge primarily consists of two files, the Main Document and theĭata Source. Whenever you need to assemble similar data, mail merge is the answer! And it can even be used to create a friendly įront-end to spreadsheet or database information. Mail merge is also used for generating mailing labels, envelopes, address lists,Īs well as hard copy mailshots, it can be used to generate multiple emails andĮlectronic faxes. Where only certain portions of each document varies. Mail merge can be used for creating many documents at once that contain identical formatting, layout, text, graphics, etc., and Mail merge is for simplifying repetitive documents and tasks. We assume from the title that the intent of mail merge is to produce letters for mass mailing purposes.
Sometimes the term “mail merge ” can be a little misleading. This article will step you through the basics of creating a mail merge and contains links to some of the more advanced features.
Helpful mail merge Knowledge Base articles.