Once you have cleared the fields, enter your own. Select each one and click Delete until all are removed. Here you will see the list of pre-populated fields. At the bottom of the window, click Customize Columns…. To simplify things and avoid confusion, we will customize and create our own columns for the purposes of this article. Microsoft Word will pre-populate the window with common fields for the recipients.

This will bring up the New Address List window. Select Type a new list and then click Create. If you don’t have any contacts you can create new ones from scratch, which is what we will do. You have the option, if your contacts are stored in Outlook, to use that. This is a new document and we are creating a fresh list for the purposes of this article. We are starting a new document, so we will use the current one. Since we will be writing a letter, select that as the default. In the Start Mail Merge group click Start Mail Merge button and click Step by step Mail Merge Wizard…. You can download a free trial of MS Office, which you can use for 60 days, here, if you don’t have Microsoft Office installed.Ĭlick the Mailings tab. Start a new blank Word document, click Start > All Programs > Microsoft Office > Microsoft Office Word. The Form file contains the portion of the document that remains constant, plus field codes that link to the data source file.įor the purposes of this article, we will be using Mail Merge to send copies of a letter to multiple persons. Each piece of variable information is called a field. The first step in the creation of the data source is to give each piece of variable information in the document a name. All the variable (changeable) information in the document combines to form a record. The Data file, or datasource, contains records. To perform a mail merge you need two types of files: a Data file and a Form file.

Mail Merge mass produces letters, mailing labels or other documents. Let’s take a look at creating a Mail Merge document using Microsoft Office Word 2010. Want to send or mail out a document to a list of different people? Instead of typing out every single one, or copying and pasting information for each individual person you would like to send the document to, you can simplify things by using Mail Merge.

Mail merge microsoft word 2011