Start Mail Merge Step by Step Mail Merge Wizard messages

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1 Mail Merge One of the most important pieces of a Mail Merge is your list of recipients along with their corresponding addresses. When you are collecting addresses, make sure that they are valid and that there are no typos when entering that information into a database, distribution list, or spreadsheet. 1. Start your Mail Merge in Word, from the Mailings tab. Click on the drop-down arrow where it says Start Mail Merge to select the medium that you want to use. Depending on your choice, your screen will vary. For this documentation, we will be using Step by Step Mail Merge Wizard. 2. When you use the step-by-step feature, the wizard will show up on the right hand side of your document to lead you through the steps by clicking the numbered links. We are using messages for this documentation. Make note at the bottom of graphic, where you see an arrow which points to the first link that you will click on: Next: Starting document.

2 3. In the next step select Use current document, to add recipient information click the link (step 2) that says Next: Select recipients. 4. In the next step (step 3 is a rather long step) we are assuming that there is an existing list, select Use an existing list and in the second section click Browse to locate your file. After you click Browse a window will prompt you to Select Data Source. It is very likely that your file will not be in the default location; under Look in: on the left hand side, click on My Computer to locate your I:\ drive, other shared location, or a removable (USB) drive. Once you have located your source, click Open.

3 5. After clicking Open, you will see a Select Table window, if your table has column headers, accept the default and click OK. 6. Next you will see your source file with the list of recipients displayed. In this window you can Refine recipient list by clicking on Sort, Filter, Find duplicates, Find recipient, or Validate addresses if there are no refinements to be made at this point, click OK.

4 7. In the next step you will see from the wizard that you are using an existing recipient list as well as displaying the file name. Note that in the middle section, Use an existing list, you are able to edit your source if need be. For step 3, click on Next: Write your message. 8. To begin composing your message, you may want to start with the date or a specific logo, and then move on to adding Address block and Greeting line.

5 9. Once you click on Address Block the above window comes up where you can choose the format of the recipient s name, whether to include a postal address, and whether you would like to format the address according to the destination country/region. Simply uncheck the fields that you don t wish to use. Make note of the Preview section as the view will change depending on what is checked. After you have made your selections, click OK. 10. Next, click on Greeting Line from the Wizard section (see the screen capture in step 8 if needed). You should see something similar to the window below, where you can use the drop-down arrows to make changes for the different fields. When the preview looks as you want it; click OK.

6 11. Once you have inserted your fields, you can begin typing your message or perhaps there is something already typed in another document that you can copy/paste into your mail merge. After inserting your text, you can Preview your messages and use the << or >> to navigate through your recipients. At this point you are still able to do any last minute editing that s needed. 12. Once you see things as you want them, you are ready for step 6. Click on Next: Complete the merge.

7 13. Under Merge in the wizard pane, click on Electronic So that you are aware, when you click OK although it may not look like it ( you will see some flashing in the document) you are sending the . A good way to test this is to include your own address in the merge and you will get a copy and also know that it has been sent. Click on Electronic Mail which brings up the Merge to window where you should make sure to include a Subject line and to make other changes, use the drop-down arrows. When you have made your selections, click OK. 14. Keep in mind that when you do a mail merge, you will get the following window when opening your document, this is because it is integrating information from your database/source click Yes to open the document; if you click No you will be prompted to locate your source.