A set of labels. envelopes, but. is the same. number. Steps. Merge. 8. Preview. Results. 9. Finalize. With the Mailings menu open, click
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- Winfred Greer
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1 How to Perform a Mail Merge in Word 2007 This document details how to perform a Mail Merge in Word Using mail merge, you can create: A set of labels or envelopes: The return address is the same on alll the labels or envelopes, but the destinationn address is unique on each one. A set of form letters, messages, or faxes: Thee basic conten is the same in all the letters, messages, or faxes, but each contains information thatt is specific to the individual recipient, such as name, address, or some other piece of personal data. A set of numbered coupons: The coupons are identical except that each contains a unique number. Steps 1. Open Microsoft Word Select the Mailings tab. 3. Open Mail Merge Wizard. 4. Select Type of Mail Merge. 5. Select a Template. 6. Select Recipients. 7. Write/Edit Your Mail Merge Content. 8. Preview Results. 9. Finalize Merge. 10. Save Your Document. 1. Open Microsoft Word 2007 You can double-click on the shortcut Microsoft Word 2007 if you have one, or you can go to Start > Programs > Microsoft Office > Microsoft Word Select the Mailings tab With Word open, click on the Mailings tab to open the Mailings menu. 3. Open Mail Merge Wizard With the Mailings menu open, click on the icon that says Start Mail Merge. This will open the Mail Merge menu. Select Step by Step Mail Merge Wizard.
2 4. Select Type of Mail Merge On the right hand side of Word, a menu titled Mail Merge should open up. From here you will be able to select what type of document you would like to work on. Below are brief descriptions of each of the documents types available to you: A set of form letters - The basic contentt is the same in all the letters or messages, but each contains information that is specific to the individual recipient, such as name, address, or some other piece of information. Click Letters to create thiss type of document. A set of envelopes - The return address is the same onn all the envelopes, but the destination address is unique on each one. Click Envelopes, and then specify your preferences for envelope size and text formatting on the Envelope Options tab of the Envelope Options dialog box. A set of address labels - Each label shows a person's name and address, but the name and address on each label is unique. Click Labels, and then specify your preferences for the type of label in the Label Options dialog box. 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. Once you've selected what type of document you would like to use, click on Next: Starting Document at the bottom of the Mail Merge window. 5. Select a Template After you've selected the type of document you would like to use, you are presented with the options of Use the current document, Start from a template, or Start from an existing document. The following instructions detail using the Start from a template option. Once you choose Start from a template, a link for selecting a template will appear. Click on this link to select a template. A dialog box titled Select Template will now open. Select a template whichh you would like to use from the various tabs.
3 After selecting a template to use, click Next: Select Recipients to be taken to Step 3 of the Mail Merge process. In this step, you will choose your recipients. 6. Select Recipients In the Select recipients menu, you are presented with the options to Use an existing list, Select from Outlook contacts, or to Type a new list. The following instructions will be for the option to Use an existing list. When you choose the option to Use an existing list, a link titled Browse... will appear in blue underneath it. Click on it to locate your saved CalPaces list. This will open the Select Tables dialog box. Select whatever you named the range in your spreadsheet containing the names and addresses you want to use for the mail merge. In the image above, the user selected attendees. Make sure to check the box indicating that the "First row of data contains column headers". This ensures that the field labels, such as Last Name, First Name, Title, Address, etc., on your spreadsheet is not mistaken for data. Once you've selected the range you would like to use, click OK. This will open the Mail Merge Recipients dialog box. You can sort through and filter the list by using the drop-downn list for each field name by clicking on the triangularr black arrow. You can also use the links under Refine recipient list to sort, filter, find
4 duplicates, find recipients, and validate addresses. Once your list is ready, click on OK. Click on the link titled Next: Write your letter to go on to the next step. During this step, you will edit the mail merge content. 7. Write/Edit Your Mail Merge Content If you re using the CalPaces New Agent Recruiting Letter, thee Address block and Greeting Line fields are already inserted. If you aren't using a preformatted mail merge letter, click on the links on the right to insert the Address block, Greeting line, or More items. These options are also available under the Mailings toolbar at the top. Matching Fields When you click on the Address block link, the Insert Address Block dialog box will open. In this window, you will be able to choose the format of the address. Also, you can click on the Match Fields button to match the missing addresss field (this is also located in the Mailings tab in the Write and Insert Fields grouping. Clicking on the Match Fields button brings up the corresponding dialog box. An example demonstrated in the following image, shows how to add the Street data in your spreadsheet as the Address 1 field in
5 your mail merge document. When you've edited the document to your liking, click on Next: Preview your letters to move to the next step. In this step, you will be able to preview your letters. 8. Preview Results There are buttons located on both the Preview your letters menu of the Mail Merge window and on the Mailings tab which allow you to look at different recipient information before completing the merge. Click on Next: Complete the merge to advance to the final step. 9. Finalize Merge You are now in the Complete the merge menu of Mail Merge. Click on the link Edit individual letters underneath the Merge heading. This will open a document with your merged letters.
6 On the Mailings tab, if you click the Finish & Merge button,, you will also be able to access the Edit Individual Documents The Print link on the Task Pane, or Print Documents on thee Finish & Merge menu of the Mailings tab allows you to merge directly to the printer. When you choose this option, you will see the following dialog box: From heree you will be able to choose whether to merge some or all records. When you click OK a new merged document is created with the title of Letters1. This document has the individual letters for each recipient. The status bar will indicate multiple letters (bottom left hand corner). 10. Saving Your Document In Office 2007, the File menu has been replaced with a new Office button. Click on this button and select Save As to view the options for saving in various formats.
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