Video:How to Use Mail Merge in Microsoft Word

SHARE ON                

Transcript:How to Use Mail Merge in Microsoft Word

Hi, I'm Shane Murphy, your technology Guru for About.com. Today we'll show the basics behind Microsoft Word's mail merge and why you should use this function.

What Is Mail Merge in Microsoft Word?

Mail merge essentially allows you to customize the same content for multiple different recipients, letting you fill in their personal information around everything else. This process can save Say you wanted to create a thank you letter for your organization's donors with the same message but addressed to each one specifically.

How to Use Mail Merge in Microsoft Word?

Start with your finished letter open. Click on the Mailings tab at the top and select "start mail merge," then select letter. Selecting "email messages" or one of the other options will end up performing essentially the same set of actions, but the formatting will automatically accommodate your selection. Next click select recipients, and you'll be able to choose where merge gather's your contacts from. If you use outlook, select this option and you'll be prompted to enter in your profile to pull up your contacts. Otherwise, choose to create a new list or select from an existing list that you've created. If you're creating a new list, fill in all the information relevant in the following form for each of your different contacts.

Now, select where your address block will be placed with your cursor and click the address block button. You'll see a number of options for customizing which what information is included in your address block and how it appears. Click Ok and the command line for your address block will appear on the document. Now do the same for the greeting line: select with your cursor the intended location and click "greeting line". Customize this information, hit ok, and the greeting line command will automatically appear. When you're finished with this process click the preview results button to see what your document will look like with this information filled in.

If you're satisfied with this preview simply click the last button "finish and merge" then select "edit individual documents." Select all, hit ok, and Word will automatically generate each individual letter customized to each recipient. From here you can save each one for later, or print them immediately to send off. Check out About.com's dedicated word processor channel for more useful information on customizing your Microsoft Word documents.

Thanks for watching…to learn more, visit About.com!