Learn how to use Word's powerful Mail Merge feature to efficiently create personalized letters, emails, labels, and envelopes for multiple recipients using a single template.
Open a new or existing document in Word. Go to the Mailings tab on the ribbon and click Start Mail Merge. Choose the type of document you want to create, such as Letters, E-mail Messages, or Labels.
Click Select Recipients. You can choose Use an Existing List... to browse for a data source like an Excel spreadsheet or Outlook contacts, or select Type a New List... to create one from scratch.
Place your cursor in the document where you want to insert personalized information. In the Write & Insert Fields group on the Mailings tab, click Insert Merge Field and select the field you want to add (e.g., «First_Name», «Address»).
Click the Preview Results button in the Mailings tab to see how your document will look with the recipient data filled in. Use the arrow buttons to cycle through the different records in your data source.
Once you are satisfied with the preview, click Finish & Merge. You can choose to Edit Individual Documents, Print Documents, or Send Email Messages to complete the process.
Tips for a Successful Mail Merge
Ensure your recipient list (e.g., an Excel sheet) is well-organized with clear column headers and no blank rows to avoid errors during the merge.
You can format merge fields just like regular text. For example, make a name field bold or change its font size directly in your template before merging.
Explore the Rules option in the Mailings tab to add conditional text, such as a different greeting for recipients in a specific city.
Before finalizing, use the Check for Errors feature to simulate the merge and catch any potential issues without actually printing or sending.
Explore other Word guides and shortcuts