How to Do a Mail Merge in Microsoft Word

hey everyone welcome back today I'm going to show you how to use the mail merge tool in Microsoft Word the mail merge tool is a great tool to use when you have a long list of recipients that you want to send a letter email or make labels for there's a lot of different use cases for mail merge but what it's known for is allowing you to send a large communication to a large amount of people so first you'll actually begin in Microsoft Excel while you'll determine your fields that you want to have in your mail merge so so for instance I'm going to send thank you letters out to a bunch of clients that attended a conference last week I want to send them a mailed letter and so I'm going to write the name of the company the address and the appropriate information I need to send a letter now you see I've designated these in the columns here and you want to make sure that there's no spacing in between the words as you plug this into Microsoft Word so once you've done that you can then go to Microsoft Word and you can begin typing your letter I want to make sure that I have the company name up in this first line here in my letters now to begin the mail merge process I'm going to click the mailings tab that's already selected here and then I can select start mail merge however there's also a step-by-step wizard from the drop down menu available that makes it a lot easier as you go through it so when we select this a menu will appear on the right hand side where it'll step you through all the steps you take in a mail merge so let's begin the first one's asked select recipients I want to use an existing list I'm going to use that Excel spreadsheet that you saw earlier in this video I'm going to pull it up and browse to find it yep that's the one and here this menu appears it pulls on all the information I have in my Excel spreadsheet here as you can see it has company name address city state just like you saw on the spreadsheet for I want to include all those you can if you decide not to send to someone you can just uncheck it there and then when you're ready just hit okay from there you'll hit next write your letter well you can see I've already written my letter um and now I need to designate the areas where I want to add my mail merge items so I'm actually going to bring this down a little bit and I have the option to add an address Block it's an official thank you letter so I want to make sure I have the address at the top of the letter when I click this it shows me what it's going to look like and I can actually preview through them all here some of them don't look perfect I can go in and edit those the ones that I need to make small adjustments to but for the most part they look correct we'll hit okay and they'll put this placeholder here that'll eventually fill build in when I complete the mail merch now I also want to include the company name here so I'm going to hit more items and it'll pull from my database field from an Excel spreadsheet all the fields that I have in the spreadsheet since I want company name I'll hit insert there and it plugs it in there for me next let's go to preview your letters so now I'm able to preview everything that I've already plugged in got the company name up here I've got the company name here in the top of the letter and I can actually go through all of them and preview them if I want to go back and edit this spacing I can easily do that right now when I'm ready to complete the merge I'll click step five of six complete the merge now since I'm sending out mailed letters I will need to print them so mail merge knows that that's my next step it says mail merge is ready to produce your letters if I need to go back and edit I have that option here or I can go and just click print hope you found this tip helpful and thanks for joining us

Channel: 365 Ninja

Views: 385,221

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Id: 9oeuE8nqliQ

Length: 4min 10sec (250 seconds)

Published: Thu Mar 24 2016