How to Create a Mail Merge?

How to Create a Mail Merge

The mail merge feature helps to send combined mail and letters. You can send an email to many people simultaneously. To know how to create a mail merge in a Word document, proceed with the step-by-step instructions provided below.

How to Create a Mail Merge in Word?

  • Step 1:To create a mail merge in the Word application, open a Word document on the Windows computer.
  • Step 2:Navigate to the Mailings tab, click Start Mail Merge, and select the Step-by-Step Mail Merge Wizard option from the Start Mail Merge drop-down menu.
  • Step 3:On the right panel of the screen, click the Letters option in the Select Document Type field. Click the Next: Starting Document link at the bottom-right corner of the screen.
  • Step 4:Go to the Select Starting Document section and then select the ‘Use the current document’ option on the screen.
  • Step 5:Move to the right end of the screen and then click the Next: Select Recipients link. In the Select Recipients section, select the Type A New List option.
  • Step 6:Move to the Type A New List section and then click the Create link. When the New Address List window opens, click the OK button. This will create a new list.
  • Step 7:Now, the previous Mail Merge window will appear on the screen. You are recommended to click the Use an Existing List option in the Select Recipients section.
  • Step 8:Select the Edit Recipient List link and then select the recipient list when the Mail Merge Recipients window displays. Click OK. Select the Next: Write Your Letter link. Type a letter on the main panel of the Word document.
  • Step 9:To add the recipient’s address, go to the Write Your Letter section on the right panel of the screen and then select the Address Block option.
  • Step 10:In the Insert Address Block window, checkmark the box next to the ‘Insert recipient’s name in this format’ option and then select the recipient’s name format.
  • Step 11:Also, make sure to checkmark the box next to the ‘Insert company name’ and ‘Insert postal address’ options.
  • Step 12:Select the Format address according to the destination country/region option and then mention the place of the recipient in the given field. Before specifying the region of the recipient, select the ‘Only include the country/region different than’ option.
  • Step 13:Select the Match Fields button followed by the OK button in the Insert Address Block window. In the Match Fields box, check the required fields. When needed, change the details as per your requirement and select OK.
  • Step 14:On the right-hand side of the Word document, select the Greeting Line link. In the Insert Greeting Line window, select a required option from the Greeting Line Format drop-down menu, and select the OK button.
  • Step 15:Click the Preview Your Letters link to preview the letter. Finally, you have to click the Next: Complete the Merge link at the right end of the Word document. If needed, click the Print link to print the letter.

Steps: Create Mail Merge in Word 2013

  • Step 1:Open the Word 2013 document. Select MailingsStart Mail MergeStep by Step Mail Merge Wizard.
  • Step 2:Move to the right panel of the screen and then specify a document type as Letters in the Select Document Type field.
  • Step 3:Select Next: Starting DocumentUse the current documentType a New ListCreate.
  • Step 4:Create a new list by entering the recipient information in the New Address List window and then click OK at the right end.
  • Step 5:When you already have a list, select the Use an Existing List option, and click the Browse link.
  • Step 6:Go to the folder path on the left panel of the screen, and find and select the recipient list on the main panel. Click OK, and in the Select Table window, select the OK button after selecting a sheet name.
  • Step 7:Remove the checkmark next to the recipient names that you do not want to add and then select OK.
  • Step 8:Click the Write your letter link followed by the Address Block link at the left side of the Word document.
  • Step 9:Click the ‘ Insert recipient’s name in this format’ option’s box and then specify a format of the recipient name.
  • Step 10:Select Insert Postal AddressFormat address according to the destination country/regionOK.
  • Step 11:Open the Insert Greeting Line window by selecting the Greeting Line link. Set the format of the greeting line in the Greeting Line Format field and then select OK.
  • Step 12:To view the letter before printing it, select the Next: Preview Your Letters link. Check whether the information of the letter that is appearing on the main panel of the Word 2013 document is as per your required format settings.
  • Step 13:Move to the Preview Your Letters section that is located above the Make Changes section. Mention the recipient count by selecting the right-arrow key next to Recipient: 1.
  • Step 14:Click the Next: Complete the Merge link followed by the Print link. When the prompt window opens, specify the number of pages that you need to print.
  • Step 15:Select the All option to print all the documents in the selected recipient list and then click OK.
  • Step 16:If needed, make the necessary print settings adjustments in the Print window and select OK.

How to Create a Mail Merge in Word 2016

  • Step 1:Launch the Word 2016 application on your computer. Select FileNew to open a new blank document.
  • Step 2:Move to the Mailings tab and then select Short Mail MergeLetters.
  • Step 3:When you have already prepared a recipient list, select the Use an Existing List option. If you do not have the recipient list, click the Type a New List option.
  • Step 4:You are strongly recommended to prepare a recipient list using Outlook or Spreadsheet before proceeding with the further steps in the Mail Merge process.
  • Step 5:After selecting the Use an Existing List option, browse the recipient list from your folder. Again, select your list in the Select Table and click OK for confirmation.
  • Step 6:Instead of browsing a recipient list, select Choose from Outlook Contacts, and choose the folder followed by the recipient list.
  • Step 7:Type a letter on the main panel of the Word 2016 document by selecting the ‘ Address Block’ and ‘ Greeting Line’ options that are located at the top of the document.
  • Step 8:To mention the recipient’s name format and region/country, go to the Insert Address Block window by selecting the Address Block option.
  • Step 9:To specify a greeting line format, you have to move to the Insert Greeting Line window by clicking the Greeting Line option.
  • Step 10:Select the Insert Merge Field option, make the required changes, and click Insert.
  • Step 11:Select the Preview Results button. After checking the information in the letter, click the Finish & Merge button.
  • Step 12:Now, select the Print Documents option.

Steps To Create a Mail Merge Document in Word

  • Step 1:First, launch the Microsoft Word application on your system and open a blank document. 
  • Step 2:Go to the Mailings tab and access the Start Mail Merge section. Choose the Start Mail Merge option. 
  • Step 3:From the drop-down menu, select the Step-by-Step Mail Merge Wizard option. 
  • Step 4:Under the Select Document Type section, highlight the checkbox near the Letters option.
  • Step 5:Select the Next: Starting Document option and then choose the Use Current Document option. 
  • Step 6:Click the Next: Select Recipients option and then tick the Type a New List option. 
  • Step 7:Click the Create option in the next step. Add data to the New Address List window and click the OK button. 
  • Step 8:You will now be directed to the Use an Existing list option and then edit the recipient list if required. 
  • Step 9:Now, tap the OK button and select the Next: Write your Letter option. 
  • Step 10:Key in the information in the message body of the letter and click the Address Block option. 
  • Step 11:Make use of the checkboxes present on the next window and click OK. 
  • Step 12:Modify the Match Fields Settings in the next step if required. 
  • Step 13:Mention the greeting line and then click the Next: Preview your Letter option. 
  • Step 14:Click the Next: Complete the Merge option to finish the mail merge process. 

How to Create a Mail Merge Document in Word 2003

  • Step 1:Open the Microsoft Word 2003 document on your system and select the Letters and Mailings option. 
  • Step 2:Select the Mail Merge Wizard option. Choose the Next: Starting Document option. 
  • Step 3:Go with the Use the Current Document option or the Start from Existing Document option. 
  • Step 4:Select the recipients using the Next: Select Recipient option present on that screen. 
  • Step 5:Write the message that you wish to send with the help of the Next:Write your Letter option. 
  • Step 6:You can now add merge fields to your mail and enter the postal bar code. 
  • Step 7:Change the font of the text used in the document using the Font option available under the Format menu. 
  • Step 8:Click the Save As an option available under the File menu. Use the Exclude this Recipient option to remove any recipient from the mail you are about to send. 
  • Step 9:Choose the Edit Individual Letters option to modify the letters. 
  • Step 10:Once you finish editing, click the Merge to New Document option. Select the records that you wish to merge and click the OK button. 

How to Create a Mail Merge for Labels?

  • Step 1:Make sure you have created an Excel sheet with the details of the recipient and the message.
  • Step 2:In the Microsoft Word application, choose the Letters & Mailings option from the Tools menu. 
  • Step 3:Select the Mail Merge option followed by the Labels option. 
  • Step 4:Choose the Next:Starting Document option and then select the New Label option. 
  • Step 5:You can also go with the Avery Product Number option if you do not know the specifications of the label. 
  • Step 6:Click OK. Check if the Use an Existing List option is checked and then choose the Next: Arrange your Labels option. 
  • Step 7:Select the list you created and tap the Open button. 
  • Step 8:Check the data in the proceeding step and click the OK button. 
  • Step 9:Now, click the Next: Arrange your Labels option and add the address block if required. 
  • Step 10:If you wish to add another type of document, then go with the Insert Merge Files option under the Mailings tab. 
  • Step 11:Select the Update All Labels option and then choose the Next:Preview your Labels option. 
  • Step 12:Click the Next:Complete the Merge option. Exit from the dialog box and save the word document. 

How to Create Labels using Mail Merge in Word 2010?

  • Step 1:In a blank Microsoft word document, go to the Mailings tab and select the Mail Merge option. 
  • Step 2:Now, choose the Step by Step Mail Merge option in the next step. 
  • Step 3:In the Mail Merge window, tick the checkbox near the Labels option. 
  • Step 4:In the Step 1 of 6 section, select the Next: Starting Document option. 
  • Step 5:Now, choose a layout for the document and then click the Label Options. 
  • Step 6:When the Label Options window opens, select the Avery A4/A5 option from the drop-down list and choose a product number of your choice. 
  • Step 7:The next step is to establish a list. Once you are done with that, click the Create button. 
  • Step 8:Make use of the Customize Columns button to add or remove the columns from your document. 
  • Step 9:Next, specify the name and email address of the recipient. 
  • Step 10:Click the OK button and then arrange the labels carefully. 
  • Step 11:Add the address block, greeting line, electronic postage, and more items to the document. 
  • Step 12:Go to the Replicate Tables section and click on the Update All Labels button. 
  • Step 13:In the Mail Merge window, you can preview your labels and then highlight the All checkbox to merge all the labels. 
  • Step 14:Save the word documentand close it. 

How do I Create Mail Merge Labels in Word 2013?

To create mail merge labels in the Word 2013 application, read and proceed with the guided instructions given below.

  • Step 1:Open a new Word document on your system.
  • Step 2:Click the Mailings tab followed by the Start Mail Merge option.
  • Step 3:Choose the Labels option in the Start Mail Merge section.
  • Step 4:Now the Label Options dialog box will appear on the screen.
  • Step 5:Check if the Default tray (Automatically Select) option is selected in the Tray menu.
  • Step 6:Select the Avery US Letter option from the Label vendors drop-down menu.
  • Step 7:Make sure to choose the 5160 Easy Peel Address Labels option in the Product Number list.
  • Step 8:Now to save the settings, click the ,OK button.
  • Step 9:To insert the gridlines to the table, click TableLayoutView Gridlines.
  • Step 10:Now you can insert data information to the table field.
  • Step 11:To do that, click the Mailings tab and choose the Select Recipients option and then click Use an Existing List.
  • Step 12:Select the folder that contains information about the recipients in the Select Data Source dialog box.
  • Step 13:After selecting the data files or folder, click the Open button.
  • Step 14:Now, choose Sheet 1 in the Select Table dialog box and click the OK button.
  • Step 15:To add the address block in the Table, click MailingsAddress BlockInsert the dataOK.
  • Step 16:To review the mail labels, click the Mailing tab followed by the Finish & Merge option.
  • Step 17:Click the down arrow beside the Finish & Merge option.
  • Step 18:You can find three options. They are Edit Individual Documents, Print Documents, and Send Email Messages.
  • Step 19:Make sure not to click the Print Documents option immediately.
  • Step 20:First, review the labels using the Edit Individual Documents option.
  • Step 21:If the review is good, then you can print & use it as per need.
  • Step 22:Now the mail labels are created successfully in Word 2013.

How to create mail merge labels in excel

  • Step 1:First, using the Word application, configure, organize, review, and print the mailing labels.
  • Step 2:After that, open a new spreadsheet on your system and paste the word label content in it.
  • Step 3:To create a perfect mail merge label, read the conditions given below, and proceed with the same.
  • Step 4:Make sure that the label name on the Word application and the field name of the spreadsheet matches correctly.
  • Step 5:Make sure to click the first field of the spreadsheet and paste the content. So, all the labels will be pasted correctly.
  • Step 6:Check if the postal code is formatted correctly on the spreadsheet application.
  • Step 7:Create the mail merge labels correctly.
  • Step 8:To contact our technical experts, click the Call button available on this screen.

How to Create a Mail Merge Template?

how to Create a Mail Merge template using the MS Word application by following the step-by-step instructions given below.

  • Step 1:First, choose the document you wish to use as a Mail Merge template.
  • Step 2:It can be a new or existing document. Now, click the Menu bar and select the Insert tab,
  • Step 3:Now a list of options related to Quick Parts will be displayed on the screen. Choose the Field option from the list.
  • Step 4:Now, select Mail Merge from the Categories drop-down menu and the MergeField option under Field names.
  • Step 5:Now, go to the Field Properties section, click the Field Name box and enter a Mail Merge Field.
  • Step 6:After entering all the information, click the OK button to save the settings.

How to Create a Mail Merge in Gmail?

Creating a mail merge using the Gmail application is quite easy to perform. Follow the detailed instructions below to create the mail merge in the Gmail application.

  • Step 1:First, install the Mail Merge for Gmail add-on to begin the process. The remaining process is quite easy to perform since it creates a new Google Spreadsheet.
  • Step 2:Now, open the newly created Google Spreadsheet on your computer.
  • Step 3:Navigate to the Add-ons tab and select the Mail Merge with Attachments option.
  • Step 4:Choose the Create Merge Template menu and click the Google Contacts option.
  • Step 5:Now, create a new Group covering all the contacts attached to the list.
  • Step 6:You will be directed to enter the contacts name, and email address directly into the given fields of the Mail Merge Google Sheet.
  • Step 7:Now you have the paste the HTML Mail code into the message body filed of the Google Sheet.
  • Step 8:You can copy the HTML code of the Gmail message template.
  • Step 9:If you want to add attachments to your email message, then upload the file or folder to the Google Drive application and click the Insert File Attachment option. 
  • Step 10:Now, choose the Configure Mail Merge option from the Mail Merge menu.
  • Step 11:If the configuration is done correctly, then the status column will be changed to the MAIL SENT name.
  • Step 12:Now, click the Send a Test Email button and check if the process is done correctly.

How to create Letters using mail merge

Perform the following guidelines to create letters using mail merge.

  • Step 1:First, open the letter that you have created recently.
  • Step 2:On the menu bar, click the Tools option and then select Letters and Mailings.
  • Step 3:Now, click the Mail Merge Wizard option. You can see the Mail Merge task pane on the document.
  • Step 4:Else, click the Tools option under the menu bar, go to Letters and Mailings, and select Show Mail Merge Toolbar. The Mail Merge toolbar will appear at the top of the document.
  • Step 5:Now, click Next in the Mail Merge task pane until you see the Use and existing list section.
  • Step 6:Click Select a different list. The Select Data Source dialog box will open.
  • Step 7:Now, open the folder that contains the data source. Double-click on the data file to open it.
  • Step 8:Click the ‘ Next: Write your letter’ option in the Mail Merge task pane.
  • Step 9:In the main document window, go to the Date section and click the second blank line. Now, click the Address Block option in the Mail Merge task pane.
  • Step 10:When the Insert Address Block dialog box opens, click the OK option to accept the default settings.
  • Step 11:Now, the Address Block merge field will be created in your main document (letter).
  • Step 12:Go to the Mail Merge task pane and click the Greeting line option. From the Greeting line format menu, select the name you want to insert. Click OK.
  • Step 13:You should see the Address Block and the Greeting line fields in the main document.
  • Step 14:Keep clicking the Next option in the Mail Merge task pane until the final step. Click the Next Complete the merge option to merge the data with the main document.

How to create mail merge fields

The following steps can help you to create Mail merge fields.

  • Step 1:First, you need to add an Address Block. For that, select the Address Block option from the Mailings tab.
  • Step 2:Select the name to be inserted in the address. Next, insert a Greeting Line.
  • Step 3:Click the area where you want to add the greeting field in the document.
  • Step 4:Select the Greeting Line. Next, select the name style that you wish to use and then proceed with setting the other options.
  • Step 5:To insert an individual merge field, click the area where you want to insert the field.
  • Step 6:Next, select the down arrow from the Insert Merge Field and then choose a field.
  • Step 7:In case you are not able to see the name in the list, select Insert Merge Field.
  • Step 8:Now, select Database Fields to view the list of fields that are available in the data source.
  • Step 9:Choose the Insert option to complete the process.

How to Create Mail Merge in Excel 2007?

The following guidelines will help you to create a Mail Merge in Excel 2007.

  • Step 1:First, open theMicrosoft Word document.
  • Step 2:Next, select the Mailings tab and then click the Start Mail Merge option.
  • Step 3:Click the Step by Step Mail Merge Wizard option.
  • Step 4:Now, click theChoose letters as a document typelink and then press Next.
  • Step 5:Next, choose ‘Use the current document’ option and then click Next: Select Recipients.
  • Step 6:To make the selections, minimize the word document and launch the excel document.
  • Step 7:Now, return to the Word document and click Browse.
  • Step 8:Choose the Excel document and click Open.
  • Step 9:Choose the table with data from the window that appeared.
  • Step 10:Next, tick or untick the Mail merge recipients and then click the OK button.
  • Step 11:Click theNext: Write your letter option at the bottom of the screen.
  • Step 12:Again, go to the Mailings tab, selectInsert Merge Field and click Organization.
  • Step 13:Select the needed values and make sure to insert it in the document.
  • Step 14:Next, click Next: Preview your letters. Now, you can view the letter with the merges.
  • Step 15:Click the Recipients option to view the results and then click Complete the Merge option.

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