Mail Merge to Create Letters in Word 2007-2013

Mail Merge to Create Letters in Word 2007-2013

Set up the main document

  1. Start Word.

A blank document opens by default. Leave it open. If you close it, the commands in the next step are not available.

  1. On the Mailings tab, in the Start Mail Merge group, click Start Mail Merge.

Office 14 Ribbon

  1. Click Letters.

You can also use mail merge to create:

  • A catalog or directory    The same kind of information, such as name and description, is shown for each item, but the name and description in each item is unique. Click Directory to create this type of document.
  • A set of envelopes     The return address is the same on all the envelopes, but the destination address is unique on each one.
  • A set of mailing labels    Each label shows a person’s name and address, but the name and address on each label is unique.
  • A set of e-mail messages     The basic content is the same in all the messages, but each message goes to the individual recipient and each message contains information that is specific to that recipient, such as the recipient’s name or some other piece of information.

Resume Mail Merge

If you need to stop working on a mail merge, you can save the main document and resume the merge later. Microsoft Office Word retains the data source and field information.

  1. When you’re ready to resume the merge, open the document.

Word displays a message that asks you to confirm whether you want to open the document, which will run a SQL command.

  1. Because this document is connected to a data source and you want to retrieve the data, click Yes. If you were opening a document that you did not realize was connected to a data source, you could click No to prevent potentially malicious access to data.

The text of the document, along with any fields that you inserted, appears.

  1. Click the Mailings tab, and resume your work.

 

Connect the document to a data source

To merge information into your main document, you must connect the document to a data source, or a data file. If you don’t already have a data file, you can create one during the mail merge process.

 Important   If you use an existing list, make sure that it contains the information that you want to use, including all the columns and the rows. You can make some changes during the merge, but you can’t open your data source separately during the merge. The merge process is easier if your data source is ready before you connect to it.

Choose a data file

  1. On the Mailings tab, in the Start Mail Merge group, click Select Recipients.
    Office 14 Ribbon
  2. Do one of the following:
    • Use Outlook Contacts    If you want to use your Contacts list in Microsoft Outlook, click Select from Outlook Contacts.

    • Use an existing data source file    If you have a Microsoft Excel worksheet, a Microsoft Access database, or another type of data file, click Use Existing List, and then locate the file in the Select Data Source dialog box.

      For Excel, you can select data from any worksheet or named range within a workbook. For Access, you can select data from any table or query that is defined in the database.


      For another type of data file, select the file in the Select Data Source dialog box. If the file is not listed, select the appropriate file type or select All Files in the Files of type box. In a mail merge, you can use the following types of data files:
      • Files from single-tier, file-based database programs for which you have installed an OLE DB provider or ODBC  driver (a number of which are included with Microsoft Office 2010).
      • An HTML file that has a single table. The first row of the table must contain column names, and the other rows must contain data.
      • A Microsoft Word document. The document should contain a single table. The first row of the table must contain headings, and the other rows must contain the records that you want to merge.
      • Any text file that has data fields separated (or delimited) by tab characters, or commas and data records separated by paragraph marks.
    • Create a new data file in Word    If you don’t have a data file yet, click Type New List, and then use the form that opens to create your list. The list is saved as a database (.mdb) file that you can reuse.

 Note   If you installed Microsoft Office 2010 (instead of installing Word 2010 by itself), you can also use Microsoft Query to construct a query and retrieve the data you want from an external source