Microsoft Office Mail Merge



About Mail Merge

Mail Merge is a powerful utility that can draw information from a data source (Access database, Excel spreadsheet, or Word table) into form letters, address labels or envelopes. 

Mailing Labels

Creating Mailing Labels Using a Word Table as the Data Source
Launch Word and go to Tools > Mail Merge.  On the Mail Merge Helper dialog box:

  • Step 1 Main Document - Click on Create > Mailing Labels > Active Window
  • Step 2 Data Source - Click on Get Data > Open Data Source.
    • Browse to P:\TRANSFER\Helpdesk\, choose College Addresses.doc and click on Open.
    • Word alerts you to set up your main document, so choose Setup Main Document.  
    • We will use the Avery Standard label type, and under Product Number choose 5662 - Address.
    • Now on the Create Labels dialog box:
      • Insert Merge Field > College Name.  Press Enter to go to the next line.
      • Insert Merge Field > Address.  Press Enter to go to the next line.
      • Insert Merge Field > City.  Type a comma and press space bar
      • Insert Merge Field > State.  Press space bar twice, then finally...
      • Insert Merge Field > Zip, then OK.
    •   Now behind the Mail Merge Helper dialog box you can see the merge fields on the Word document.
  • Step 3 Merge the Data with the Document - Click on Merge and again on Merge.

Form Letters

Creating Form Letters Using an Access Database as the Data Source
Launch Word and go to Tools > Mail Merge.  On the Mail Merge Helper dialog box:

  • Step 1 Main Document - Click on Create > Form Letters > Active Window
  • Step 2 Data Source - Click on Get Data > Open Data Source.
    • Next to Files of Type, click on the down arrow and choose MS Access Databases *.mdb.   
    • Browse to P:\TRANSFER\Helpdesk\, choose College Addresses.mdb and click on Open.
    • Choose the table College Addresses (it's the only table in this database) 
    • Word alerts you that there are no merge fields in your main document.  Choose Edit Main Document.  
    • Word is displaying the Merge toolbar, right above your document.  Choose the following: 
      • Insert Merge Field > College Name.  Press Enter to go to the next line.
      • Insert Merge Field > Address.  Press Enter to go to the next line.
      • Insert Merge Field > City.  Type a comma and press space bar
      • Insert Merge Field > State.  Press space bar twice, then finally...
      • Insert Merge Field > Zip, then OK.
    • Press Enter a couple of times and type in some text to represent your letter.  You could experiment with inserting merge fields among your text.  

Step 3 Merge the Data with the Document - On Word's Merge toolbar, select Merge, then Merge again.  Word has created a page for each address and included the text you typed in as your "letter."  To see the pages easily, use Word's Print Preview, which is under File > Print Preview, and scroll down with the scroll bar on the right of the document window.  ENVELOPES
Creating Envelopes Using an Excel Spreadsheet as the Data Source

  • Step 1 Main Document - Click on Create > Envelopes > Active Window
  • Step 2 Data Source - Click on Get Data > Open Data Source.
    • Next to Files of Type, click on the down arrow and choose MS Excel Worksheets *.xls 
    • Browse to P:\TRANSFER\Helpdesk\, choose College Addresses.xls and click on Open.
    • Choose the entire spreadsheet College Addresses (it's the only spreadsheet in this workbook) 
    • Word alerts you that you need to set up your Main Document.  
    • You get to choose Envelope settings.  The default is fine for now.  
    • Choose the following: 
      • Insert Merge Field > College Name. (Oddly, using Excel as the data source, the value in the top row shows up rather than the name of the category.  In this case, it's Bates Technical College.  Just go with it and it will merge correctly.)  Press Enter to go to the next line.
      • Insert Merge Field > Address.  Press Enter to go to the next line.
      • Insert Merge Field > City.  Type a comma and press space bar
      • Insert Merge Field > State.  Press space bar twice, then finally...
      • Insert Merge Field > Zip, then OK.
  • Step 3 Merge the Data with the Document - Click on Merge and again on Merge.  You can scroll down and view your envelopes before printing.

top