How to do a Mail Merge

The following instructions show a mail merge using Word and Excel.

1. First, make sure to have a data source (somewhere to keep your data) like Microsoft Excel or Microsoft Access.

Your Excel workbook should look something like the picture below.

**Make sure you have a description of what the column contains in the top row (like Last Name...).

Tip: you can click cell A2, then Window > Freeze Panes to be able to still view your headers when you scroll down.

If your Excel file has multiple sheets (), make sure your data is on the first one and that you save the file when the first page is selected.  You can click and drag a sheet tab to the beginning if needed.  See what might happen if your data fields aren't on the first page.

2.  Open Microsoft Word

Either open a file you want to add the fields (Last Name, Address...) to or start with a new document.

3. Click Tools > Mail Merge...

4. Click Create and select the type of document you want to create.

If you want Form Letters, skip to here, otherwise you'll see a dialog box like the pictures below.

If you select Envelopes, this dialog box should pop up. When done, click OK.

If you select Labels, this dialog box should pop up. When done, click OK.

5. If you are using the open document to put the mail merge fields into, click Active Window.Otherwise, click New Main Document.

6. Click Get Data, Open Data Source.

7. Next to Files of type (see below) select MS Excel Worksheets. Find your Excel file with the information in it and click Open.

8. Click Entire Spreadsheet (you may see sheet names here).

9. Click Edit Main Document.

10. Click Insert Merge Field. Click the field name to insert it where your cursor is in the document.

11. It may look like this when you're done:

12. Click the <<ABC>> button if you want to view merged data. Click the record selectors to navigate through the records.

When you are done typing your main document:

13. Click Tools > Mail Merge...

14. Click Merge (next to the number 3 - see picture below).

15. Change any options on this dialog and click Merge.

1. Where it says 'Merge to', select New document or Printer. If you selected Printer, you'll see your printer dialog box appear after you click Merge.
2. If you want to change which records you merge, change the 'From' and 'To' boxes to record numbers (not page numbers).
3. Select the option you want from 'When merging records'.

Possible Error Message:

If you see something like this below, make sure that the data in your Excel file is the first tab in the workbook.