To Use Mail Merge:

• Select Tools on the main menu.
• Select Letters and Mailings Mail Merge.

The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge. You will have many decisions to make during the process. The following is an example of how to create a form letter and merge the letter with a data list.

Steps 1-3

• Choose the type of document you wish to create. In this example, select Letters.
• Click Next:Starting document to move to Step 2.
• Select Use the current document.
• Click Next:Select recipients to move to Step 3.
• Select the Type a new list button.
• Click Create to create a data source. The New Address List dialog box appears.
To Edit the New Address List:
• Click Customize in the dialog box. The Customize Address List dialog box appears.
• Select a field and click Delete.
• Click Yes to confirm that you wish to delete the field.
• Continue to delete any unnecessary fields.
• Click Rename. The Rename Field dialog box appears.
• Enter the new name you would like to give the field in the To: field.
• Continue to rename any fields necessary.
• Click OK to close the Customize Address List dialog box.
• Enter the necessary data in the New Address List dialog box.
• Click New Entry to enter another record.
• Click Close when you have entered all your data records.
• Enter the file name you wish to save the data list as.
• Choose the location you wish to save the file.
• Click Save. The Mail Merge Recipients dialog box appears and displays all the data records in the list.
• Confirm the data list is correct and click OK.
• Click Next:Write your letter to move to Step 4.
• Write a letter in the current Word document. Stop writing when you reach a place in the letter where you wish to enter a field from your data record.
• Click the Insert Merge Fields button. The Insert Merge fields dialog box appears.
• Select the field you would like to insert in the document.
• Click Insert. Notice that a placeholder appears where information from the data record will eventually appear.
• Repeat these steps each time you need to enter information from your data record.
• Click Next: Preview your letters in the task pane once you have completed your letter.
• Preview the letters to make sure the information from the data record appears correctly in the letter.
• Click Next: Complete the merge.
• Click Print to print the letters.
• Click All.
• Click OK in the Merge to Printer dialog box.
• Click OK to send the letters to the printer.

The Mail Merge wizard allows you to complete the mail merge process in a variety of ways. The best way to learn how to use the different functions in Mail Merge is to try to develop several of the different documents -- letters, labels, envelopes -- using the different types of data sources.

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