Creating a Mail Merge Document

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1 Creating a Mail Merge Document 1. Set up your Data in an Excel spreadsheet Each column should represent a particular category of information to be included in the Mail Merge. In this example the First Names and Surnames have been assigned separate columns. This is not necessary but allows for the option to add only one name if desired. Save the Spreadsheet. Please note that once a Mail Merge is set up, the same spreadsheet can be reused by changing the values under the headings (Name, Surname, Faculty and University) and resaving. If the pre-setup Word Mail Merge document is already open, it will need to be relinked to the updated spreadsheet to ensure the new values are inserted into the Word Mail Merge document. University of Melbourne Mail Merge instructions 1

2 2. Create Mail Merge with individual names per label Open the required Mail Merge label template If the Mail Merge has not been previously set up, you will need to add the Mail Merge fields manually. First link the Excel spreadsheet to the Mail Merge document by going to the Mailings tab, click Select Recipients and choose Use an Existing List. Navigate to where you saved the spreadsheet with the data for the Mail Merge and select it. In Word, the following window will appear. Make sure the worksheet with your data is highlighted and the check box for the First row of data contains column headers is ticked and click ok. University of Melbourne Mail Merge instructions 2

3 Place the cursor in the first cell and in the Mailings tab click Insert Merge Field. You ll see the column header names appear in the Insert Merge Field window. Select the field you want to add and click Insert. Insert all the desired fields and ensure that the correct style is applied to each field. Place the cursor in the next cell and in the Mailings tab click on Rules and select Next Record. University of Melbourne Mail Merge instructions 3

4 Add the Next Record Rule to each subsequent cell that you require the next line of data from your spreadsheet to be inserted into. Select the Merge Fields from the first Cell and copy. Paste the copied fields after each Next Record Rule. Ensure that each Merge Field has the correct Style applied to it. If preferred, you can also add the Merge Fields using the Insert Merge Field function as done for the first cell. University of Melbourne Mail Merge instructions 4

5 Preview the Mail Merge by clicking Preview Results in the Mailings tab. To complete the Mail Merge and print your document, click on Finish & Merge in the Mailings tab. Select Print Documents. Select the desired page range to Print and click OK. Continue through the Print dialogue box as you normally would for any document. For the sake of these Guidelines we have chosen to print to PDF, however any printer connected to your computer can be selected. The completed Mail Merge document will have all the values from your spreadsheet. Multiple pages will be printed if the data goes over one page. If there are any issue with the placement of text, as there is in the fifth cell below, these can be fixed by going back a few steps. Please note that the Preview Results function should help identify any issues before going to print. University of Melbourne Mail Merge instructions 5

6 3. Creating a mail merge document with repeating values Set up your Data in an Excel spreadsheet This is the same process described on page one. Open the required Mail Merge template As described on page 2, If the Mail Merge has not been previously set up, you will need to add the Mail Merge fields manually. In this example the label template is also set up to be manually populated by clicking on text fields, these fields will need to be deleted before proceeding with the Mail Merge. Link the Excel spreadsheet to the Mail Merge document by going to the Mailings tab, click Select Recipients and choose Use an Existing List as done for the previous Mail Merge. University of Melbourne Mail Merge instructions 6

7 Enter the Mail Merge fields as per the previous instructions. Take care to use the Next Record Rule to control when Word should move to the next row of data. Do not use the Next Record Rule in every subsequent cell. The completed Mail Merge set-up should appear as follows: Preview the Mail Merge document by clicking Preview Results in the Mailings tab. The results should display the following name distribution with the same name in the mirrored table cells. Complete the Mail Merge by following the process as detailed previously. University of Melbourne Mail Merge instructions 7