How to Mail Merge in Microsoft Word

Menu path: Tools > Letters and Mailings > Mail Merge…

Step 1: Select document type.

From the mail merge prompt, select the type of document to be created.

Step 2: Select the starting document.

If you have already typed the text of your letter or you are going to select your mail merge criteria as you compose, select ‘use current document’.

Step 3: Selecting recipients.

Select ‘use an existing list’ (most likely your excel document) and browse to where you have the saved file.

If you are prompted to ‘Select Table’ refer to your spreadsheet:

Almost ALWAYS select Sheet 1.

You will be prompted to choose your mail merge recipients. The default will select all recipients. To exclude a recipient, uncheck the box in the left column.

Step 4: Write your letter.

While composing your letter, select the more items option.

The Insert Merge Field box will appear and you can select the particular field you would like inserted in your letter.

This is what your letter will look like when you have inserted the fields.

Step 5: Preview your letters.

An example of the merged letter is shown. To browse through your letters/recipients click the double arrows.

Step 6: Complete the mail merge.

Choose ‘Edit individual letters’ and another Word document will be created. Each letter will be a page of the document. You can save, edit and print that new document as normal.