Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients' addresses. Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document. Insert merge fields where you want to merge names, addresses, and other information from the data source.
To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK.
For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. 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 the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name. For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name.
If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line. Click 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 do not have the same name as your fields.
Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.
Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:.
To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields.
You cannot type merge field characters " " or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.
For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:. Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process.
For example, you can insert an IF field that inserts text only if a particular merge field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document.
Do not format the data in the data source, because its formatting is not retained when you merge the data into the document.
To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur.
Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:. When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list.
Therefore, you can see how your first output document will look. For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters :.
February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods:. To locate and preview a specific item, click Find a recipient , and then enter the search criteria in the Find Entry dialog box.
To exclude a particular recipient from the merge operation, click Exclude this recipient. To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box. To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document.
In the Merge to New Document dialog box, select the records that you want to merge. Click OK. Word creates and opens a new merged document. Your main document also remains open, and you can switch back to it if you want to change all the documents. In Word and in earlier versions of Word, click Print on the File menu. In the Merge to Printer dialog box, use one of the following methods, and then click OK:.
To print the document that you see in the document window, click Current record. To print a range of documents, click From, and then type the record numbers in the From and To boxes. If you want to edit merged letters or to save them for later use, you can collect them into a single document.
To merge only the document that you see in the document window, click Current record. To merge a range of documents, click From, and then type the record numbers in the From and To boxes. Word opens a single new document that contains all the individual letters. You can then save the document for later use, just as you would any regular document.
By clicking sign up, you agree to receive emails from Techopedia and agree to our Terms of Use and Privacy Policy. Mail merge is a feature within most data processing applications that enables users to send a similar letter or document to multiple recipients. Mail merge primarily automates the process of sending bulk mail to customers, subscribers or general individuals.
Mail merge works with two documents, the data file and the letter template. The data file includes the information of the recipients to whom the letter is to be sent.
This file can be a spreadsheet or database file containing separate fields for each different type of information to be merged within the letter. The second file is the word document or the letter template. The recipients' information on the letter template is kept empty. When the mail merge process is initiated, the recipients' data from the spreadsheet or database data file is fetched and placed within the empty field in the letter, one by one, until all letters are created. A prime example of this change is the evolution of Microsoft Word, the dominant word processing software on the market.
In newer versions of the Microsoft cloud-based Office software suite, the mail merge feature is deprecated, which means that it slated for eventual obsolescence. Deprecated features may still be used, but are tagged for end-of-life scenarios. To replace the mail merge feature in Microsoft Word, Microsoft has created the ability to deliver server-side document generation with Word and Excel templates.
Then select recipients and either make a list, or find a file if you already made one by choosing "Use existing list. Make any additional changes needed, and press "Finish and merge," and then print if you need to.
Not Helpful 12 Helpful You can either copy and paste, print, or click finish and merge and then go to settings regarding where you want to send your documents, and choose your destination. Also you can save to somewhere else in your computer and send it from there. Not Helpful 15 Helpful There are hundreds of formulas available to use, as well as a tool for copying data entries, continuing data patterns 1,2,3, or Monday, Tuesday, Wednesday, etc.
Also you can convert data into charts or import and edit files from other programs. Not Helpful 8 Helpful 8. How can I mail merge a document in such a way that I am able to edit the individual documents after completing the merge? Click on "preview results" and scroll through your documents, or change your recipient list to only select the ones you need to change and then preview results to change them.
Remember to re-select all of the ones you need after you make your changes. You can edit your print to print certain pages and not others. For example, after you click Print, you will get a preview of your document. Say pages one and two of the print have text, but page three has nothing on it. In the print preview, there should be an option to print just pages 1 and 2. Not Helpful 13 Helpful How do I get information from my Excel workbook to merge into my Word document?
Copying and then special pasting as a picture works wonderfully. Otherwise you can insert a document or file from the insert tab or sometimes mailings tab by searching for your Excel file.
Not Helpful 8 Helpful Go to your document, and click on the button that says "share. Not Helpful 19 Helpful I wish to print a sheet of labels, but "Mail Merge" put each label on a new page.
Can this be fixed? You have to click on "Update Labels" after you have formatted your label and before you print. Check "Preview" before you print to see that it worked correctly. Not Helpful 5 Helpful 6. Include your email address to get a message when this question is answered. Mail Merge is especially useful when creating invoices, statements, reports, or any other form of mass-produced documentation for which you have to include personal names, addresses, or so on.
Helpful 1 Not Helpful 0. Always double-check your contact information before importing it to Word. Failing to do so could result in anything from using the wrong name to sending documents to the wrong email addresses. You Might Also Like How to. How to. About This Article. Written by:. Co-authors: Updated: June 3, Categories: Microsoft Word. Article Summary X 1. Nederlands: Werken met verzendlijsten in Word.
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