Microsoft word mail merge outlook

Click Open , and then select the file that you want to use as your main document. Under Select recipients , click Select from Outlook contacts. Click Next: Write your letter. Type your letter, if you have not already done so.

Click where you want to insert the first field. In the Mail Merge task pane, click the field that you want to insert under Write your letter. Alternatively, click More Items to display the Insert Merge Field dialog box, and then insert the field that you want. When you have finished writing your letter and inserting merge fields, click Next: Preview your Letter. Click the left arrow or the right arrow to preview the way that the merged document will look for each recipient.

Make any changes that you want. When you are finished, click Next: Complete the merge. For more information about mail merge, click the following article numbers to view the articles in the Microsoft Knowledge Base:.

Verify that contacts are displayed To use the mail merge feature with an Outlook Contacts list, you must select the Show this folder as an e-mail Address Book check box in the Outlook Contacts Properties dialog box.

If no contact files are listed in Outlook, follow these steps: Right-click the contacts subfolder that is not being displayed, and then click Properties. For more information about how to start a mail merge from Microsoft Outlook, click the following article number to view the article in the Microsoft Knowledge Base: How to use the Mail Merge feature with contacts in Outlook and Outlook Mail merge with Outlook Contacts list To perform a mail merge with an Outlook Contacts list in Word, follow these steps, as appropriate for the version of Word that you are running: Microsoft Word On the Tools menu, click Letters and Mailings , and then click Mail Merge Wizard.

Use one of the following procedures: If you want the want the body of the letter to be the document that is currently open, click Use the current document under Select starting document.

Click Next: Select recipients. The list can be from an existing file, such as an Excel workbook , or you can type a new address list from within the Mail Merge Wizard. If the address list is in an Excel workbook, select the worksheet that contains the list and click OK.

In the Mail Merge Recipients dialog box, you can check or uncheck each box to control which recipients are included in the merge. By default, all recipients should be selected. Choose one of the four placeholder options: Address block , Greeting line , Electronic postage , or More items.

Depending on your selection, a dialog box may appear with various options. Select the desired options and click OK. Repeat these steps each time you need to enter information from your data record. The Print dialog box will appear.

Adjust the print settings if needed, then click OK. The letters will be printed. You can insert one or more mail merge fields that pull the information from your spreadsheet into your document. To insert an address block for an envelope, a label, an email message, or a letter. To insert data from your spreadsheet in an email message or a letter. After you insert the merge fields you want, preview the results to confirm that the content is okay.

When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing. The most significant step in the mail merge process is to set up and prepare your data. MS Word then does the job of automatically posting the emails in a flash. You can save the document you used for the mail merge, as it also saves the link with the data source i. When your document is ready, choose Preview Results , and then choose the Next or Previous Previous record button to see each specific copy of the document.

If you are merging to email, please be sure to include a subject line. Save your mail merge. When you save the mail merge document, it stays connected to your datasource. To reuse your mail merge document. Open the mail merge document and choose Yes when Word prompts you to keep the connection.

Open the mail merge document and choose Edit Recipient List to sort, filter, and choose specific addresses. By admin. In mail merge. What is Mail Merge? The Benefits of Mail Merge Mail merge makes it easier for you to send a written or emailed message to multiple recipients. Select document type In the Mail Merge task pane, click Letters.

Click Next: Starting document. Choose the starting document Click on one of the following options : Use the current document: Use the currently open document as your primary document. Start with a template: Select one of the ready-to-use mail merge templates. Start from existing document: Open an existing document to use as your mail merge main document. In the Mail Merge task pane, click Next: Choose recipients. Choose recipients Whenever you open up or generate a data source by utilizing the Mail Merge Wizard, you are actually informing Word to make use of a particular set of variable information for your merge.

Method 1: Use a pre-existing data source To use a pre-existing data source, follow these steps : In the Mail Merge task pane, click Use an existing list. In the Use, an existing list section, click Browse. In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open.

Word shows the Mail Merge Recipients dialog box. You can sort and edit your data if you want to. Save the primary document. Click Select from Outlook contacts. Method 3: Create a database of names and addresses To create a new database, follow these steps : In the Mail Merge task pane, click Next: Select Recipients. Click Next: Write your letter to finish setting up your letter.

Save the main document. Type the name that you want to give to your main document, and then click Save. To move on to the next step, click Next: Write your letter. Write your letter In this step, you set up your primary document.

Type or add any text and graphics that you want to incorporate into your letter. Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options : Address block: Use this option to insert a formatted address. Greeting line: Use this option to insert a formatted salutation.

Electronic postage: Use this option to insert electronic postage. Preview your letters This step enables you to preview your merged data, one letter at a time. To go to the next step, click Next: Complete the merge. Complete the merge This step merges the variable information with the form letter. You can output the merge result by using either of the following options: Print: Choose this option to send the merged document straight to the printer.

To print the file, on the File menu, click Print. Mail Merge in Microsoft Word In Word , mail merging consists of opening up a single Word document, stirring in a list of particular names as well as other information, and then mixing merging everything. Step 1: Start a new, blank document. Start a new, blank document.

Step 4: Save the main document. Step 6: Click the Customize Columns button. A confirmation dialog box appears. Step 8: Click Yes in the confirmation dialog box. The dialog box closes, and the unnecessary field disappears.

The small Add Field dialog box pops into view. Step Type the field name and click the OK button. Name the field to reflect the kind of information in it. Step Repeat Steps 11 and 12 for each new field you need in your main document. Step Click OK. Step Press Tab to enter the next field. Letters that include a personalized greeting. Each letter prints on a separate sheet of paper. Create and print a batch of personalized letters. Email where each recipient's address is the only address on the To line.

You'll be sending the email directly from Word. Create and send email messages. Envelopes or Labels where names and addresses come from your data source. Create and print a batch of envelopes for mailing.

Create and print sheets of mailing labels. Directory that lists a batch of information for each item in your data source. Use it to print out your contact list, or to list groups of information, like all of the students in each class. This type of document is also called a catalog merge. Create a directory of names, addresses, and other information. Excel spreadsheets and Outlook contact lists are the most common data sources, but if you don't yet have a data source, you can type it up in Word, as part of the mail merge process.

Excel spreadsheet works well as a data source if all data is on one sheet and the data is formatted so that it can be read by Word. For more info, see Prepare your data source in Excel for a mail merge in Word for Mac. Outlook Contact List contains data in a format that can be read by Word.

See Use Outlook contacts as a data source for a mail merge. Word data file is a data source you can create on the fly, within Word. For more info, see Set up a mail merge list with Word. Create envelopes by using mail merge in Word. Create and print labels using mail merge.