Mail Merges Using Wizard

Mail Merges in Word
using the Mail Merge Wizard
Modified: Tuesday, December 02, 2014
Table of Contents
Overview .............................................................................................................................1
Objectives............................................................................................................................1
Mail Merge Wizard............................................................................................................2
Step 1 The Main Document - Form Letter ...................................................................5
Step 2 Select Data Source - Use an Existing List..........................................................6
Excel Data Source ....................................................................................................................... 7
Preserve Numeric Formatting from Excel................................................................................... 7
Mail Merge Recipients dialog box ....................................................................................9

Sort Data.................................................................................................................................... 10
Filter Data.................................................................................................................................. 11
Step 3 Insert Merge Fields ...........................................................................................13

Insert an Address Block ............................................................................................................ 14
Match Fields .............................................................................................................................. 15
Insert a Greeting Line................................................................................................................ 17
Step 4 Merging Data .....................................................................................................20

Step 5 Complete the Merge ..........................................................................................21
Mailings Tab .....................................................................................................................22
Access Data Source ................................................................................................................... 24
Create Mailing Labels .....................................................................................................28

Summary ...........................................................................................................................32
Modified: Tuesday, December 02, 2014
Information Technology Services
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Overview
The mail merge feature in Word is a wonderful tool that can be used to create personalized mass
mailings. It can be used to produce form letters, envelopes and mailing labels. For example, a
mail merge can be used to create form letters to alumni, donors, or prospective students, along
with mailing labels.
A mail-merge operation consists of two parts: a main document (such as a form letter or
mailing labels) and a data source. The merge just brings the two together. The data source
can be a word table, excel spreadsheet, or an Access database. The data source can store just
about anything. Most commonly, names and addresses are stored.
The Main Document contains the boilerplate information, or standardized text that stays
the same in all the merged documents. It also contains merge fields, which are
placeholders that instruct Word where to insert the data source information when the
merge occurs.
The Data Source contains variable information, such as names of individuals, addresses,
etc., which will be different in each merged document. A data source can consist of a text
file, a list in an Excel spreadsheet, or an Access database table or query.
The Mailings tab on the ribbon provides you with the tools to merge the main document
and data source. You can use the buttons available in the Mailings tab on the ribbon, or
use the Mail Merge Wizard to walk you step by step through the process. Both methods
will be covered in this course.
Objectives
At the completion of this course, you will be able to:
Perform a mail merge using the Wizard
Use an Excel data source to complete a mail merge
Use an Access query data source to complete a mail merge
Sort and filter the data source
Create a merged form letter
Use the Mailings Tab to perform a Mail Merge
Create mailing labels
Microsoft Word Mail Merges
Mail Merge Wizard

The Mail Merge Wizard runs in the task pane and walks you through the steps to complete the
mail merge process. It can also be used to edit a merge which has been previously set up. The
easiest method is to already have your data source and form letter created beforehand and then
run the mail merge wizard.
Exercise
In this example, we are going to merge an existing form letter with an existing Excel spreadsheet
containing a list of addresses, which will be used as our data source.
1. Open the Excel Spreadsheet named Excel Data Source for Mail Merge. A sample of the
spreadsheet (data source) is shown below. The first row contains the headings or field
names. Right below the headings the appropriate information is entered in rows also called
records. The fields correspond with the mail merge fields you will insert into the document.
The biggest problem with a Mail Merge is that Word will often import the data without any
formatting. In Excel, I formatted the zip codes as text so that zip codes that lead with a 0 are
not lost when brought into Word. More on preserving Excel formatting will be covered later.
Notice there is three worksheets in my workbook. The data resides in Sheet1. It will be
apparent why this is important later.
2. Go ahead and close the spreadsheet. This was just to familiarize you with how a data source
should be set up in a table format.
Start by opening your form letter or main document, and then run the mail merge wizard.
1.
Open the Word document named Form Letter Enrollment.
2. Click the Mailings tab on the ribbon.
3. In the Start Mail Merge Group, click the Start Mail Merge
button.
4. Select Step by Step Mail Merge Wizard.
This opens the Mail Merge Task Pane alongside the form letter, as shown below.
5. Under Select Document Type you can create a Letter, E-mail message, Envelopes, Labels or
a Directory. A directory is used to create a list, in which merged information remains on the
same page as with a directory or address list. Each will give you slightly different options as
you walk through the steps. No matter which option you choose, the basic concept is still the
same.
For our example, since we are working on a letter, leave the Letters option selected.
6. Located at the bottom of the task pane under Step 1 of 6, click Next: Starting document.
Step 1 The Main Document - Form Letter

In this step you can create the main document or, if you already had a letter you wanted to use,
you can edit it here. The main document contains the standard text or the information that
remains the same in all of the merged documents.
The different starting document options are explained below.
Use Current Document - Starts with the document currently shown in the active document
window.
Start from a Template Allows you to select the template you want.
Start from existing Document Allows you to select the document you want.
1. Under Select Starting document, Use the current document is the default. Since we have
our form letter open, accept the default.
2. Under Step 2 of 6, click Next: Select Recipients.
Step 2 Select Data Source - Use an Existing List

This is the step in which the data source is linked into to Word document. The data source
contains the variable information to be merged into a document. As you can see there are three
options for this. In this example, we will use an existing list in Excel.
Use an existing list Allows you to select an existing data source such as (a Word table, a list in
Excel, or an Access database). Select Browse and locate and select the data source. By default,
Microsoft Word opens the My Data Sources folder.
1. Accept the default, Use an existing list.
2. Under Use an existing list, select Browse.
3. In the Select Data Source dialog box, navigate to the
location of your data source.
4. Select your data source. Click Open.
By default Word opens to the My Data

Sources folder, but you can navigate to other
locations and select the data source file.
Note: Because Word opens up to a special folder called My

Data Sources, you no longer have to change the files of type to
reflect the file extension of your data source.
Excel Data Source

5. If your data source is an Excel workbook, select the worksheet that contains your data. We
choose sheet1 because that is the sheet that contains our data.
6. The first row of the excel datasheet should contain the column headers or the field names.
Click OK.
7. This will open the Mail Merge Recipients dialog box, which can be used to sort and filter
data.
Preserve Numeric Formatting from Excel

If your data file is an Excel worksheet that includes percentages, currency values, or postal
codes, you can preserve the numeric formatting of the data by using Dynamic Data Exchange to
connect to the Excel worksheet from Word. For example, you can make sure that a currency
field from your data file displays the dollar sign and comma in the completed mail merge.
Before you connect to the worksheet, do the following in Word:
1. Click the Microsoft Office Button
, and then click Word Options
2. Click Advanced.
3. Scroll to the General section, and select the Confirm file format conversion on open check
box.
4. Click OK.
5. With the mail merge main document open, in the Start Mail Merge group of the
Mailings tab, click Select Recipients, and then click Use Existing List.
6. Locate the Excel worksheet in the Select Data Source dialog box, and double-click it.
7. In the Confirm Data Source dialog box, click MS Excel Worksheets via DDE (*.xls),
and then click OK.
Note: If you don't see MS Excel Worksheets via DDE (*.xls), select the Show all check
box.
8. In the Microsoft Office Excel dialog box, for Named or cell range, select the cell range
or worksheet that contains the information that you want to merge, and then click OK.
Note: To prevent being prompted every time you open a data file, you can turn off the
Confirm conversion at Open option after you have connected to the worksheet.
Mail Merge Recipients dialog box

You can use the Mail Merge Recipients dialog box to select the people who will receive the
letter. Click to remove check marks from the recipients you want to exclude from the mail
merge.
It can be used to sort or filter records. For example, if you are doing a mass mailing you can sort
the list by zip code. You can sort the list by any field by clicking a column heading.
Click to remove the check marks from

the recipients you want to exclude
Click on a column heading to sort

the list by that field or click on the
drop down arrow for more options.
Click to open sort & filter dialog box
Sort Data
Sometimes you may want to sort by more than one field such as by last name then by first name.
1.
If you need to sort on more than one field, click on the drop-down arrow next to the column
heading, choose Advanced.
2.
Or click the Sort link under refine recipient list.
3.
In the Filter and Sort dialog box click the Sort Records tab. Click the drop-down arrow
next to the Sort By box. Select a field name, such as Last Name. Stick with the default of
Ascending order, but note that you have the option to change it to Descending. In case there
are duplicates, you can use Then By to specify a third field to modify the sort. Click OK
and the records are sorted accordingly.
10
Filter Data
1. To filter data, click on the drop-down arrow next to the column heading, choose Advanced.
Or Click the Filter link under refine recipient list.
2. In the Filter and Sort dialog box, click on the Filter Records tab if you are not already there.
Click the Field list arrow and select the field name you want to create a filter for.
In this example select City. Under Comparison, make sure it says Equal To; and under
Compare To type Clifton Park. Yes, spelling matters!
Use additional rows

to set more filters.
Click Clear All to remove any filters

3. Click OK.
4. The records are filtered based on your criteria. As shown below.
5. To display all the cities and bring the data back to its original form, click on the drop-down
arrow next to the filtered value which in this case is city and choose All.
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6. Click OK. You will be returned to the mail merge task pane.
Return to the Mail Merge Task Pane

1. Under Use an existing list, notice that the name of your data source is listed.
Click Edit recipient list to go return to

the mail merge recipients dialog box
2. Under step 3 or 6, click Next: Click Write you letter. This will entail entering the mail
merge field codes into the form letter.
12
Step 3 Insert Merge Fields

In step three you will be prompted to write your letter. Since we already typed the text for our
form letter, we just need to insert merge fields into the letter. Merge fields are like placeholders
that instruct Word where to insert information from your data source. The merge fields represent
a link between your form letter and the data source.
There are two methods that can be used to insert the merge fields into your document. You can
insert the address field codes from the task pane or click more items and select the fields
directly from your data source.
1. In your main document place your insertion point wherever you want the merge field to
appear.
2. Insert merge fields using the Address codes listed in the task pane or More items. The
codes are described below.
Address block Adds the name and address information.
Allows you to select the address elements you want to
include, and the formats you want.
Greeting line Adds the salutation and format for the
recipient name.
Electronic postage - In order to add electronic postage, you
must first install an electronic postage program, such as one
you purchased from a service on the World Wide Web.
More items displays the Insert Merge Field dialog box
(shown below) that allows you to select and insert field
names into your main document from the data source.
13
Insert an Address Block

In this example, we will use the Address Block and Greeting line.
1. Place the insertion point in the document where you want to insert the recipients address.
Click Address Block.
2. In the Insert Address Block dialog box (shown below) choose the address elements and the
format you want. Click OK.
3. Word inserts the <<AddressBlock>> field code in your document.
If the Match Fields dialog box appears, Microsoft Word may have
been unable to find some of the information it needs for the address
block. Click the arrow next to (not matched), and then select the
field from your data source that corresponds to the address field.
14
Match Fields
Word will match the fields that you have in your data source to what it believes are the
corresponding fields that it has for the items. However, I have found that Word does not always
get the mapping correct.
1. For example, the address block uses the field name address where our excel spreadsheet uses
the field name Street, but they both correspond to the same thing.
2. In the example below, notice that there is no street address for Casey Amerster. Word did
not match our street field with its address field.
3. In this case we need to manually match Address 1 with the Street field.
4. Click Match Fields to make sure that all your fields correspond correctly with the Address
Block field codes.
15
The Match Fields dialog box appears as shown below.

5. Click the arrow next to (not matched), and then select the correct field in your data source
that corresponds to the address field. In this manner you are instructing Word to consider
Address 1 as the same as street1.
6. Click OK. Now you have a Match! The Insert Address Block preview will reflect the
change.
16
Insert a Greeting Line

1. Back in the main document, place the insertion point in the document where you want to add
a greeting line. Click the Greeting line link in the task pane.
2. In the Greeting Line dialog box, specify the greeting format you want and Click OK.
3. Click OK.
4. A sample of the main document using address blocks and greeting line is shown below.
5. The next step is to Preview your letters, but first, inserting More Items or database merge
fields will be discussed.
17
More Items
Instead of using the address block or greeting line you may insert the merge codes directly from
your data source by selecting More items
from the task pane.
More items displays the Insert Merge Field dialog box that allows you to select and insert
field names into your main document from an existing table or query in a database.
Do one of the following:
To select from address fields that will automatically map to corresponding fields in your
data source, even if the data source's fields don't have the same name as your fields, click
Address Fields.
To select the fields directly from a table or query, click Database Fields.
Address Fields - To
select from address fields
that will automatically
map to corresponding
fields in your data
source, even if the data
source's fields don't have
the same name as your
fields.
Database Fields - To
select the exact fields
from your data source.
If the Match Fields dialog box appears, Microsoft

Word may have been unable to find some of the
information it needs to insert the field. Click the
arrow next to (not available), and then select the
field from your data source that corresponds to the
field required for the mail merge.
Select and insert the merge fields into your form letter. Then click Close.
18
Once you insert all the fields, arrange them as you would want them to appear in the letter.
Remember that you have to provide the punctuation, if it isnt included in the data source.
Arranged, they it would look like the example is shown below. Remember to insert spaces
and the necessary punctuation!
19
Step 4 Merging Data

You have finished inserting the merge fields, now it is time to merge the main document with the
data document. You can preview the letters before you print them. This enables you to check
and make sure the information was merged properly before you print.
1. In Step 4 of 6 click Next: Preview your letters. Notice that the first letter is merged and
appears in the document window alongside the task pane.
2. Using the task pane you can view other recipients, as well as find, edit and exclude a
recipient.
Note: If the fields do not appear correctly, just click previous and make your changes.
20
Step 5 Complete the Merge

In Step 5 of 6 click Next: complete the merge. The options are explained below.
Print Sends the job to the printer, and prints out the merged letters.
Edit - This will open a new document containing your merged letters. This will allow you to
make changes to the individual letters. If you want permanent changes make sure you make
them in the main document.
You have completed the mail merge process!
21
Mailings Tab
This section will show how to perform a mail merge using the buttons on the mailings tab
instead of the mail Merge Wizard and use a Microsoft Access data source.
1. Using the buttons on the ribbon you would begin by clicking the Start Mail Merge button
and specify the type of main document you want to create, such as a form letter, mailing
labels, etc. and create your starting document.
2. Click Select Recipients to create or choose an existing data source file.
3. Insert the merge fields into your main document.
4. Preview your results and make any necessary changes.
5. Click Finish & Merge to complete the merge.
Exercise
1. Open the Word document named Form Letter Student Affairs.
2. Click the Mailings tab on the ribbon.
3. In the Start Mail Merge Group, click the Start Mail Merge button.
4. Select Letters. This instructs Word that you want to merge a letter.
22
5. In the Start Mail Merge Group, click the Select Recipients button.
6. Click Use Existing List.
7. The Select Data Source dialog box opens. Select the Access database named Address
List. Click Open.
23
Access Data Source

1. When your data source is an Access Database, in the Select Table dialog box, select the
table or query that contains your data. Click OK.
Note: You can click Edit Recipients

to open the Mail Merge Recipients dialog box,
to make changes to the list of recipients or to sort and filter data.
24
2. Place the insertion point in the document where you want to insert a field. On the Ribbon
click the drop down arrow next to the Insert Merge Field button. The Insert Merge Field
dialog box appears containing a list of the field names from your database. Select and insert
the merge fields into your form letter as you would want them to appear.
3. Select the field to Insert. Continue to insert the desired fields and add the necessary
punctuation. A sample is shown below.
25
4. When you have finished inserting field codes, click the Preview Results
button in the
Mailings tab. This will display the main document as it will appear when merged with the
first record in the data source file.
5. Use the navigation buttons (First record, Previous Record, Go to Record, Next Record, and
Last Record) to preview other records from the recipient list. To use the Go to Record
highlight and type the number of the desired record and press Enter.
Previous Record
First Record
A sample is shown below.
Last Record
Go to Record
Next Record
26
6. After you make any desired changes you are ready to complete the merge. Click the Finish
& Merge button and then click Edit Individual Documents in the drop down list.
Note: You can also merge all or specified records to an Adobe PDF format.
7. At the Merge to New Document dialog box, select to merge all or specified records and then
click OK. This option will create a new word document with all of your merged form letters.
From this document you can print or edit the individual letters. You are done!
27
Create Mailing Labels

1.
To create labels for a mass mailing you would also use the mail merge feature. Start with a
new blank document.
2.
Click the Mailings tab on the ribbon.
3.
In the Start Mail Merge Group, click the Start Mail Merge button.
4.
Select Labels.
5.
In the label options dialog box select printer and label options. Under Label Information,
select the Label Vendor. This example will use Avery, which is a popular brand of labels.
6.
Under Product Number, scroll to find and select the appropriate label number. For this
example, choose 5160 Easy Peel Mailing Labels. Usually the Product number and Label
dimensions are provided on the product box to assist you in choosing the correct product
number. Click OK.
28
7.
A page of blank labels are displayed in the window.
8.
Click the Select Recipients button. In this example, select Use Existing List, to use a list
of names and addresses in an existing database to go with our form letter.
9.
In the Select Data Source dialog box, locate and select the appropriate file. Click Open.
10. In the Select Table dialog box that appears, select the table or query or Excel Sheet that
contains your data. Click OK.
29
11. Once you select a data source word inserts the <<Next Record>> merge field in the labels.
This default code is necessary so that Word picks up the next record in your data source.
12. In the first cell in the label template, click in the location where the recipients address
would appear. Insert the merge fields using the Address Block or field names directly
from the data source by using Insert Merge Fields drop down list as shown below.
13. Arrange the field codes and add the proper punctuation as you want it to appear on the
label.
14. Once you complete setting up the label you need to update all the labels with the same
format.
30

15. Click the Update all labels

button. An example is shown below.
16. Click Preview Results. A preview is shown below.
31
17. After you make any desired changes you are ready to complete the merge. Click the Finish
& Merge button and then click Edit Individual Documents in the drop down list. Print
Documents - Sends the job immediately to the printer, and prints out your labels.
8. At the Merge to New Document dialog box, select to merge all or specified records and then
click OK. This option will create a new word document with all of your merged labels.
From this document you can print or edit the individual letters. You are done!
9. Close and save the main document. Your labels are done!
Summary
This class covered how to perform a mail merge using a main document such as a form letter and
a data source in Access and Excel. We learned how to sort and query our data source to extract
specific information. Lastly, we covered how to create mailing labels. You can use the
traditional Mail Merge Wizard in the task pane or buttons in the Mailings tab to accomplish your
task. Use whatever method you feel more comfortable with.
32

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Mail Merges in Word

using the Mail Merge Wizard

Modified: Tuesday, December 02, 2014

Mail Merge Recipients dialog box ....................................................................................9

Step 3 Insert Merge Fields ...........................................................................................13

Step 4 Merging Data .....................................................................................................20

Create Mailing Labels .....................................................................................................28

Modified: Tuesday, December 02, 2014

Information Technology Services

The College of Saint Rose

Perform a mail merge using the Wizard

Use an Excel data source to complete a mail merge

Use an Access query data source to complete a mail merge

Sort and filter the data source

Create a merged form letter

Use the Mailings Tab to perform a Mail Merge

Create mailing labels

Microsoft Word Mail Merges

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Mail Merge Wizard

Microsoft Word Mail Merges

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Open the Word document named Form Letter Enrollment.

2. Click the Mailings tab on the ribbon.

4. Select Step by Step Mail Merge Wizard.

Microsoft Word Mail Merges

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Microsoft Word Mail Merges

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Step 1 The Main Document - Form Letter

2. Under Step 2 of 6, click Next: Select Recipients.

Microsoft Word Mail Merges

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Step 2 Select Data Source - Use an Existing List

By default Word opens to the My Data

Note: Because Word opens up to a special folder called My

Microsoft Word Mail Merges

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Excel Data Source

Preserve Numeric Formatting from Excel

, and then click Word Options

Microsoft Word Mail Merges

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Microsoft Word Mail Merges

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Mail Merge Recipients dialog box

Click to remove the check marks from

Click on a column heading to sort

Click to open sort & filter dialog box

Microsoft Word Mail Merges

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Or click the Sort link under refine recipient list.

Microsoft Word Mail Merges

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