Performing Mail Merge Operations

Performing Mail Merge Operations

Use mail merge when we want to create a set of documents, such as a form letter that is sent to many people. Each document has the same kind of information, yet some of the content is unique. For example, in letters to students, we can personalize each letter to address each student by name. The unique information in each letter comes from entries in a data source. That means we can use the mail merge process to easily produce a set of personalized documents and mailing labels. 

The following objectives are associated with this set of skills – which will be tested in the Microsoft Office Specialist exam for Microsoft Word 2010:

A. Set Up Mail Merge

B. Execute Mail Merge

This assignment will guide you in studying the steps required to create form letters, email messages, envelopes, labels, catalogs, and directories that contain variable information. 

A. SET UP MAIL MERGE

1. Preparing Source Documents

The mail merge process combines static information stored in one document (the main document) with variable information stored in another document (the data source). The main document contains the static text that will appear in all the merged documents. 

It also contains placeholders—called merge fields—that tell Word where to insert the variable information. The data source contains the variable information. You can prepare either source document first, but because you must insert the correct merge field names into the main document, it can be useful to prepare the data source first.

Preparing a Data Source

A valid data source is a structured document, such as a Word table, Microsoft Excel worksheet, Microsoft Access database table, or Microsoft Outlook contact list, that contains sets of information called records—in a predictable format, which will be merged into a document. For example, the names and addresses of the recipients of a letter.

A typical data source file consists of a matrix of rows and columns. Each row contains one record, such as the complete name and address of a customer, and each column contains a particular type of information—called a field—such as the first name of all the customers. In the first row of the data source, each field is identified by its column header—called a field name. 

Tip 

Because field names are also used as the merge fields in the main document, they cannot contain spaces. To make the field names readable with no spaces, capitalize each word, as in PostalCode, or replace the spaces with underscores, as in Last_Name. 

You can select recipients by entering them into a new recipient list, by referencing an existing data source, or by importing an Outlook contact list. When you import an Outlook contact list, all the contacts contained therein are automatically selected as recipients.

➤ To create a recipient list by entering information

Create a new data file in Word if you don't have a data file yet. Use the form that opens to create your list. The list is saved as a database (.mdb) file that you can reuse.

1. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and then click Type New List.

2. In the New Address List dialog box, enter the first recipient’s information.

3. For each additional recipient, click New Entry (or press Tab) and then enter the recipient’s information.

*If you want to add or remove columns, click Customize Columns, and make the changes that you want.

4. When the recipient list is complete, click OK.

5. In the Save Address List dialog box displaying the contents of your My Data Sources folder, enter a name for the recipient list file, and then click Save.

➤ To select recipients from an existing file

1. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and then click Use Existing List.

2. In the Select Data Source dialog box, browse to and select the file containing the recipient list. Then click Open.

➤ To select recipients from an Outlook contact list

1. Start Outlook and, if necessary, provide the credentials for your email account.

2. In Word, on the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and then click Select from Outlook Contacts.

3. In the Select Contacts dialog box, click the contact list you want to reference, and then click OK.

4. To use only a subset of the contacts in the contact list, do one of the following in the Mail Merge Recipients dialog box:

❍ Clear the check box located between Data Source and Last in the list header to clear all the selection check boxes. Then select only the recipients you want.

❍ Clear the selection check boxes of individual recipients.

Preparing a Main Document

• Start Word. A blank document opens by default. Leave it open. If you close it, the commands in the next step are not available.

• Click Mailings > click Start Mail Merge.

• Click Letters. 

–OR

You can also use mail merge to create: Catalog/Directory, Envelopes, Mailing labels or Email messages.

About mail merge fields:

1. In the main document, type any content that you want to appear on every copy of the document.

2. Click where you want to insert the field.

3. Add any of the following: Address Block, Greeting Line, or Insert Merge Field.

Note: The field name is always surrounded by chevrons (« »). These chevrons do not show up in the merged documents. They just help you distinguish the fields in the main document from the regular text.

The Address Block field is a combination of several fields, including first name, last name, street address, city, and postal code. 

The Greeting Line field can include one or more name fields, depending on your chosen salutation.

Using Insert Merge Field help you to insert information from individual fields, such as first name, telephone number, or the amount of tuition.

➤ To insert a single merge field

On the Mailings tab, in the Write & Insert Fields group, click the Insert Merge Field arrow and then, in the list, click the merge field you want to insert.

➤ To insert multiple merge fields

1. On the Mailings tab, in the Write & Insert Fields group, click the Insert Merge Field button.

2. In the Insert Merge Field dialog box, for each field you want to insert, click the field and then click Insert. After you insert the fields you want, click Close.

➤ To insert an address block

1. On the Mailings tab, in the Write & Insert Fields group, click the Address Block button.

2. In the Insert Address Block dialog box, specify the address elements you want to include, and preview the results. Then click OK.

➤ To insert a greeting line

1. On the Mailings tab, in the Write & Insert Fields group, click the Greeting Line button.

2. In the Insert Greeting Line dialog box, select the format of the salutation you want to use for recipients whose records include the salutation’s required elements, and select the generic salutation you want to use for other recipients. Then click OK.

2. Merging source documents

➤ To set up a manual mail merge for letters

1. Open a new blank document.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Letters. 

3. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

4. In the document, enter the static text that you want to appear in all letters.

5. Position the insertion point in a location where you want to insert variable information from the data source, and then use the commands in the Write & Insert Fields group on the Mailings tab to insert the fields you want.

➤ To set up a manual mail merge for email messages

1. Open a new blank document.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click E-mail Messages.

3. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

4. In the Word document, enter the content of the email message and merge fields for any variable information from the data source that you want to include.

➤ To perform a manual mail merge for an envelope based on an address in a document

1. In the document, select only the lines of the address. (Do not select any blank lines above or below the address.)

2. On the Mailings tab, in the Create group, click the Envelopes button.

3. In the Envelopes and Labels dialog box, do the following if necessary:

❍ Edit the address in the Delivery address box.

❍ Enter a return address in the Return address box.

Tip 

You can have Word supply the return address Display the Advanced page of the Word Options dialog box Toward the bottom of the page, under General, enter the return address in the Mailing Address box, and click OK. The address then appears by default as the return address in the Envelopes And Labels dialog box If you want to use envelopes with a preprinted return address, you must select the Omit check box to avoid duplication

❍ Click Options, select the envelope size, the feed method (horizontally or vertically and face up or face down), and the font and font size of both the address and the return address.

 4. In the Envelopes and Labels dialog box, do one of the following:

❍ To print the envelope, insert an envelope in the printer according to the selected feed method, and then click Print.

❍ To have Word insert the address in the format required for an envelope on a separate page at the beginning of the current document, click Add to Document.

➤ To set up a manual mail merge for multiple envelopes

1. Open a new blank document, and display paragraph marks.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Envelopes.

3. In the Envelope Options dialog box, do the following, and then click OK:

❍ On the Envelope Options page, choose the envelope size and specify the font and location for the delivery address and the return address.

❍ On the Printing Options page, verify that the selected printer is the one you want to use, specify the way you will insert the envelopes into the printer, and choose the feed location. (For envelopes, this is usually manual paper feed.)

4. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

5. In the document formatted by Word to match your selections, position the cursor at the upper-left paragraph mark and then enter the return address as you want it to appear on all envelopes.

6. Position the insertion point at the centered paragraph mark. On the Mailings tab, in the Write & Insert Fields group, click the Address Block button.

7. In the Insert Address Block dialog box, specify the address elements you want to include, and preview the results. Then click OK.

➤ To set up a manual mail merge for labels

1. Select labels of an appropriate size for your purpose. Note the brand name and product number.

2. Open a new blank document, and display paragraph marks.7 Performing Mail Merge Operations 151

3. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

4. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Labels.

5. In the Label Options dialog box, do the following, and then click OK:

❍ In the Printer information area, click the type of printer you intend to use. If you choose Page printers, select the printer tray.

❍ In the Label information area, click the label brand in the Label vendors list, and then click the product number in the Product number list.

Or

To set up the mail merge for custom labels, click New Label. In the Label Details dialog box, enter a name, margin dimensions, page size, and the number of labels across and down each sheet. Then click OK.

6. In the document formatted by Word to match your selections, position the cursor in the first cell. On the Mailings tab, in the Write & Insert Fields group, click the Address Block button.

7. In the Insert Address Block dialog box, specify the address elements you want to include, and preview the results. Then click OK.

➤ To set up a manual mail merge for a catalog or directory

1. Open a new blank document, and display paragraph marks.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Directory.

3. On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button, and click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

4. In the Word document, enter the merge fields you want to include in the catalog or directory, and then press Enter. Ensure that a blank paragraph mark ends the main document.

3. Setting Up a Mail Merge by Using the Mail Merge Wizard

The Mail Merge wizard guides you through the process of merging a main document and a data source. You can merge a main document with a data source manually or by using the Mail Merge wizard to get started quickly and easily in developing your Mail Merge files.

1. Open the Mail Merge Wizard by selecting from the Mailings tab, Start Mail Merge  Step by Step Mail Merge Wizard.

2. Under Select document type in the Mail Merge panel that appears on the right side of the screen; select the type of document you wish to create (i.e. – Letters, E-mail messages, Envelopes, Labels, Envelopes)

3. Click Next: Starting document (located at the bottom of the panel). 

4. Under Select starting document in the Mail Merge panel choose how you wish to set up your Main Document and insert merge fields from the data source into it.

a. Use the current document: uses the open document you are currently in.

b. Start from a template: opens a directory of pre-formatted templates.

c. Start from existing document: uses existing documents; navigate directory and choose desired file.

5. Click Next: Select recipients to set up your Data Source.

6. Under Select recipients in the Mail Merge panel choose a file to act as your Data Source:

a. Use an existing list: links existing Data Source to your Main Document.

b. Select from Outlook contacts: selects specified names and addresses from Contacts folder.

c. Type a new list: opens New Address List window and enables creation of new customizable list.

You preview the results and check for errors, and then you merge the documents. All of these above steps using the commands are available on the Mailings tab of the ribbon.

• Under Create, select either Envelopes or Labels to create a Main Document to merge with your Data Source. Please note that you should check the formatting and content for the entire Merged Document before printing. To make sure all your data is captured in your merged labels document, select Update Labels under Write & Insert Fields to update all labels in your document.

• Under Start Mail Merge, select either Start Mail Merge, Select Recipients or Edit Recipient List. These work just like their Mail Merge Wizard counterparts.

• Under Write and Insert Fields you may customize and edit how your Data Source populates your Main Document.

a. Select Highlight Merged Fields to easily review all fields inserted into your Main Document.

b. Select Address Block to add an address block to your Main Document.

c. Select Greeting Line to add a greeting line to your Main Document.

d. Select Insert Merge Field to add a Merge Field to your Main Document. Place the insertion pointer in the location of the document where you want to add a field and click once on the Insert Merge Field. Include punctuation and spacing as needed in the document.

e. Select Rules to add decision making ability to your Mail Merge. Use this function to eliminate blank spaces in your Merged Document that results from unpopulated data fields in your Data Source. 

f. Select Match Fields to correlate your customized field names to Word’s default list of field names.

• Under Preview Results you may preview your Merged Document file before performing the actual merge.

a. Select Preview Results to preview your Merge Document file populated with data from your Data Source.

b. Select Find Recipient or use the directional arrows above to scroll through your records to view a particular recipient of your Merge Document file.

c. Select Auto Check for Errors to run the Mail Merge Error checking program which screens for possible errors in either the Data Source or the Main Document.

• Under Finish, select Finish & Merge to complete the Mail Merge.

There are step-by-step methods for each type of mail merge using the Mail Merge wizard that you can follow for more details:

➤ To set up mail merge for letters by using the Mail Merge wizard

1. Create a document containing the text of the letter.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3. In the Mail Merge task pane, with the Letters option selected, at the bottom of the pane, click Next: Starting document.

4. With the Use the current document option selected, click Next: Select recipients.

5. With the Using an existing list option selected, click Browse. Then in the Select Data Source dialog box, identify the data source, and click Open.

6. If necessary, in the Select Table dialog box, click the table you want to use as your data source, and then click OK.

7. In the Mail Merge Recipients dialog box, sort or flter the records as necessary, and then click OK.

8. At the bottom of the Mail Merge task pane, click Next: Write your letter, and then insert the required merge fields in the main document, either by clicking items in the task pane or by clicking buttons in the Write & Insert Fields group on the Mailings tab.

Tip Clicking Address Block or Greeting Line opens a dialog box in which you can refine the fields’ settings, whereas clicking individual fields from the Insert Merge Field list inserts them with their default settings

➤ To set up mail merge for email messages by using the Mail Merge wizard

1. Create a document containing the text of the email message.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3. In the Mail Merge task pane, click E-mail messages, and then click Next: Starting document.

4. With the Use the current document option selected, click Next: Select recipients.

5. Click Select from Outlook contacts, and then click Choose Contacts Folder. If the

Choose Profile dialog box opens, select the Outlook profile from which you want to choose your recipients, and then click OK. Then in the Select Contacts dialog box, identify the data source, and click OK.

6. In the Mail Merge Recipients dialog box, sort or flter the records as necessary, and then click OK.

7. In the Mail Merge task pane, click Next: Write your e-mail message, and insert the necessary merge fields.

8. Preview the merged email messages, and then click Next: Complete the merge.

9. Click Electronic Mail, and in the Merge to E-mail dialog box, do the following:

❍ Verify that Email_Address is selected in the To box.

❍ Enter a message subject in the Subject line box.

❍ Select the message format you want in the Mail format box.

10. With the All option selected in the Send records area, click OK.

➤ To set up mail merge for envelopes by using the Mail Merge wizard

1. Open a new blank document, and display paragraph marks.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3. On the Select document type page of the Mail Merge task pane, click Envelopes, and then click Next: Starting document.

4. With Change document layout selected on the Starting document page, click Envelope options.

5. In the Envelope Options dialog box, do the following, and then click OK:

❍ On the Envelope Options page, choose the envelope size, and specify the font and location for the delivery address and the return address.

❍ On the Printing Options page, verify that the default printer shown is the one you want to use, specify the way you will insert the envelopes into the printer, and choose the feed location. (For envelopes, this is usually manual feed.)

6. At the bottom of the Mail Merge task pane, click Next: Select recipients.

7. On the Select recipients page, click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

8. At the bottom of the Mail Merge task pane, click Next: Arrange your envelope.

9. In the document formatted by Word to match your selections, position the cursor at the upper-left paragraph mark, and then enter the return address as you want it to appear on all envelopes.

10. Position the cursor at the centered paragraph mark. On the Arrange your envelope page of the Mail Merge task pane, click Address Block.

11. In the Insert Address Block dialog box, specify the address elements you want to include, and preview the results. Then click OK.

➤ To set up mail merge for labels by using the Mail Merge wizard

1. Open a new blank document.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3. On the Select document type page of the Mail Merge task pane, click Labels, and then click Next: Starting document.

4. With Change document layout selected on the Starting document page, click Label options.

5. In the Label Options dialog box, do the following, and then click OK:

❍ In the Printer information area, click the type of printer you intend to use. If you choose Page printers, select the printer tray.

❍ In the Label information area, click the label brand in the Label vendors list, and then click the product number in the Product number list.

Or

To set up the mail merge for custom labels, click New Label. In the Label Details dialog box, enter a name, margin dimensions, page size, and the number of labels across and down each sheet. Then click OK.

6. At the bottom of the Mail Merge task pane, click Next: Select recipients.

7. On the Select recipients page, click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

8. At the bottom of the Mail Merge task pane, click Next: Arrange your labels, and then ensure that you can see the left edge of the main document.

9. With the cursor positioned in the frst cell, click Address block on the Arrange your labels page.

10. In the Insert Address Block dialog box, click OK to accept the default settings.

11. In the Mail Merge task pane, click Update all labels.

➤ To set up mail merge for a catalog or directory by using the Mail Merge wizard

1. Open a new blank document, and display paragraph marks.

2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

3. In the Mail Merge task pane, click Directory, and then click Next: Starting document.

4. In the Mail Merge task pane, with the Directory option selected, at the bottom of the pane, click Next: Starting document.

5. With the Use the current document option selected, click Next: Select recipients.

6. In the Mail Merge task pane, click the type of data source you will use. Then select or create the data source, and refine the recipient list as appropriate.

7. At the bottom of the Mail Merge task pane, click Next: Arrange your directory, and insert the necessary merge fields. 

4. Checking for Errors

You can validate that a main document and data source will merge successfully by using the Auto Check feature. When running an automatic check, you can simulate or complete the merge. You can display errors on screen as the merge occurs, or write errors to a separate document.

➤ To validate a mail merge operation before merging source documents

1. Prepare the main document and data source, and set up the mail merge for the type of output you want.

2. On the Mailings tab, in the Preview Results group, click the Auto Check for Errors button.

3. In the Checking and Reporting Errors dialog box, click Simulate the merge and report errors in a new document. Then click OK.

4. For each error that the Auto Check feature reports, in the Invalid Merge Field dialog box, click Remove Field or choose the matching field from the Fields in data source list.

➤ To validate a mail merge operation while merging source documents

1. Prepare the main document and data source, and set up the mail merge for the type of output you want.

2. On the Mailings tab, in the Preview Results group, click the Auto Check for Errors button. 

3. In the Checking and Reporting Errors dialog box, do one of the following, and then click OK:

❍ Click Complete the merge, pausing to report each error as it occurs, and then click OK.

❍ Click Complete the merge without pausing Report errors in a new document, and then click OK.

4. For each error that the Auto Check feature reports, in the Invalid Merge Field dialog box, click Remove Field or choose the matching field from the Fields in data source list.

B. Execute Mail Merge

7.5. Previewing the Results of a Mail Merge Operation

After you specify the data source you want to use and enter merge fields in the main document, you can preview the merged documents before performing the actual merge. You can exclude recipients during this preview.

➤ To preview the results of a mail merge operation

1. On the Mailings tab, in the Preview Results group, click the Preview Results button.

2. In the Write & Insert Fields group, click the Highlight Merge Fields button. Verify that the highlighted merge fields are correctly specified and placed.

3. In the Preview Results group, click the Next Record button or Previous Record button to display each merged document that will be generated. Click the First Record button or Last Record button to display the first or last merged document that will be generated.

4. To preview the mail merge results for a specific record, click the Find Recipient button in the Preview Results group. In the Find Entry dialog box, enter a name or other record detail in the Find box, and then click Find Next.

Or

1. Display the Preview your e-mail messages page of the Mail Merge task pane.

2. In the Mail Merge task pane, click the Next Record button or Previous Record button to display each merged document that will be generated.

3. To preview the mail merge results for a specific record, click Find a recipient. In the Find Entry dialog box, enter a name or other record detail in the Find box, and then click Find Next.

➤ To exclude a displayed recipient from a mail merge operation

➜ On the Preview your e-mail messages page of the Mail Merge task pane, under Make changes, click Exclude this recipient. 

6. Completing the Mail Merge Operation

When you are ready, you can either send the merged documents directly to the printer or you can merge them one after the other into a new document, separated by page breaks. If you merge to a new document, you have another chance to review and, if necessary, edit the merged documents before sending them to the printer.

➤ To execute a manual mail merge operation to a new document

1. On the Mailings tab, in the Finish group, click the Finish & Merge button, and then click Edit Individual Documents.

2. In the Merge to New Document dialog box, specify the records that you want to include in the merge document, and then click OK.

➤ To execute a mail merge operation to a new document from the Mail Merge wizard

1. In the Mail Merge task pane, display the Complete the merge page.

2. In the Mail Merge task pane, click Edit individual letters.

*The Edit link reflects the type of mail merge document you’re working with

3. In the Merge to New Document dialog box, click All, and then click OK.

➤ To execute a manual mail merge operation to an email message

1. On the Mailings tab, in the Finish group, click the Finish & Merge button, and then click Send E-mail Messages.

2. In the Merge to E-mail dialog box, do the following, and then click OK:

❍ In the Message options area, ensure that the correct field appears in the To list, enter the message subject in the Subject line box, and choose the message format you want from the Mail format list.

❍ In the Send records area, indicate the records to which you want to send the email message.

➤ To execute a mail merge operation to an email message from the Mail Merge wizard

1. In the Mail Merge task pane, display the Complete the merge page.

2. In the Merge section of the Mail Merge task pane, click Electronic mail.

3. In the Merge to E-mail dialog box, enter the subject of the email message in the Subject line box, and then click OK.

➤ To execute a mail merge operation to a printer from the Mail Merge wizard

1. In the Mail Merge task pane, display the Complete the merge page.

2. In the Mail Merge task pane, click Print.

3. In the Merge to Printer dialog box, specify the range of records you want to merge to the printer, and then click OK.

4. In the Print dialog box, select the printer you want to use, and then click OK.