Microsoft

Office Word
 MS Word Mail Merge

A mail merge is a way to quickly create and send the bulk of

personalized emails or letters. It works automatically and takes the data from the
sheet to the template file. The template file can be a letter or email.

Basically, the mail merge allows the users to create a personalized

document that varies from recipient to recipient.
 Placeholder

Mail merge has fields, which are known as placeholders. These placeholders are
placed in Word files, whose respective values are picked from the defined Excel
spreadsheet. For example, <<first name>>, <<email>>, etc. Thus, the column
names in that Excel spreadsheet must be the same as the field names.

Placeholders are also called merge fields. These merge fields fetch the value of
the respective fields from the Excel spreadsheet linked with your current word
file.
 Why we need to use Mail Merge?

1. It will save time and reduce the hectic of users by creating multiple documents
in one go.
2. It reduces the effort of users to retype the data and create each document
separately.
3. Data for mail merge is stored inside the Excel spreadsheet, such as - names,
addresses, etc.
4. You can use the mail merge feature of Word to create any type of documents,
such as - Invoices, Inventories, letters, labels, catalogues, envelopes, etc.
 Steps to Create Mail Merge

Create an Excel spreadsheet along with the header.

 Steps to Create Mail Merge
Open MS Word and create a new file. Go to Mailings > Start Mail Merge > Letters
 Steps to Create Mail Merge
Then go to Select Recipients > Use an Existing List
 Steps to Create Mail Merge
Choose the Excel file that was previously created
 Steps to Create Mail Merge
Select the sheet where the table is located and click OK.
 Steps to Create Mail Merge
Create a sample letter for the insertion of merge fields
 Steps to Create Mail Merge
Let’s add the name of the employee
 Steps to Create Mail Merge
To insert a merge field, go to Insert Merge Field, then click the Last_Name and
First_Name
 Steps to Create Mail Merge
Output
 Steps to Create Mail Merge
Add the Department and Position
 Steps to Create Mail Merge
Output
 Steps to Create Mail Merge
To preview the mail merge go to the Mailing tab, click the Preview Results.
 Steps to Create Mail Merge
Output
 Steps to Create Mail Merge
To view other records, click the next and previous icons to navigate the document.
 Steps to Create Mail Merge
To Exclude the one or more records from the list inside the data file you had added
click the Edit Recipient List.
 Steps to Create Mail Merge

A Mail Merge Recipient

window panel will open where
you can remove the recipient
by unmarking the checkbox
corresponding to their record
then click OK