Mail Merge in Word 2010

Mail Merge is a feature provided by MS Word 2010 that is used to send the same letter to a large
number of people at the same time.

➢ For mail merge we need two documents.

1. Main Document: The document that contains text of a letter.
2. Data Source: The file that contains name and address etc. of the recipients.

Mail merge is the process of combining the main documents with the data source containing
the names and address of the recipients. The final document is called the merge document
which is mailed to all those to whom it is to be send

➢ Mail process involves three main steps:

(i) Creating the main document
(ii) Creating the Data Source
(iii) Merging the main document and data source into a single document or letter.

➢ Six steps involves to create a Mail Merge:

(i) Step1: Select document type
(ii) Step2: Starting document
(iii) Step3: Select recipients
(iv) Step4: Write your letter
(v) Step5: Preview your letters
(vi) Step6: Complete the merge

➢ To perform mail merge (complete steps) are as below:

1. Open Microsoft Word 2010. Then type the letter and leave sufficient blank spaces or area
for inputs from the data source such as names and address etc.

2. Click on the Mailings Tab. Then from the Start Mail Merge group click on the Start
Mail Merge drop down button and click on the Step by Step Mail Merge Wizard
option. The mail merge task pane appears on the right side of your screen.

3. Under Select document type section select letter( for document type)

4. Click on Next: Starting document

5. Then from the Select starting document section, click on Use the current document
Then click on Next: Select recipients.

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6. Then under the Select recipients section, click on Type a new list option to create a new
recipients list and under the Type a new list section click on Create button. The New
Address List Dialog Box will display.

7. Click on the Customize Columns button to modify the fields. The Customize Address
List dialog box will display. You can delete any unnecessary field name (by select that
field and click on the delete button, then MS Word display a message for confirmation
click ‘Yes’) or add new fields which you want(by click on the Add button. You can also
arrange the field by select the field and click Move Up or Move Down button. Then click
the Ok button of this displayed dialog box.

8. Then type the record for all recipients. To add new record click on the New Entry button.
After all entries click the Ok button. Then the Save Address List dialog box will display.
Type a name for your file and click the Save button.

Note: The extension of the file is ( .mdb)

9. Then the Mail Merge Recipients dialog box will display. Click the Ok button.

10. Click Next, move to top of you document (Ctrl+Home) under Write your letter section
click Greeting Line option. Add a greeting text that you want. Such as Dear, To under
Greeting line Format section. Then click the OK button.

11. Then move to the end section of your document( Ctrl+End). Then click More Items
option. Te Insert Merge Field dialog box will displayed. In the Insert section check on
Database Fields then Under Fields select a field and click the Insert button. Now, that
field will add in your document’s end (where your cursor was). Add other fields in the
same ways and arrange accordingly.

12. Then click Next: Preview your letters. Then click Next: Complete the Merge, Now
check all tag fields are automatically convert respective text.

You can also print create a pdf file or e-mail your letter to specific recipient.