Word Mail Merge
Mail Merge combines two separate pieces: a template document holding fixed wording plus placeholder fields, and a data source such as a spreadsheet listing names, addresses, or other varying details. Running the merge produces one finished copy per row in that data source, each one automatically filled with its own specific details in place of the placeholders.
Starting A Mail Merge
The Mailings tab holds a Start Mail Merge button offering document types such as Letters, Envelopes, or Labels, matching the intended final output. Selecting a type sets up the template correctly for that format before any data connects to it.
Open the Mailings tab and select Start Mail Merge, then choose the document type needed.
Select Recipients and connect an existing spreadsheet or contact list as the data source.
Place the cursor where a piece of variable data belongs, then insert the matching merge field.
Preview the results, then finish the merge to generate individual documents or print them directly.
Merge Fields As Placeholders
A merge field, shown inside double angle brackets such as <
Filtering And Sorting Recipients
The Edit Recipient List option allows a learner to uncheck specific rows, excluding them from the final merge without deleting anything from the original data source. Sorting the list before merging also controls the order in which the finished documents get produced.
Finishing And Sending The Merge
A Finish and Merge button offers three outcomes: editing the individual documents further before use, sending them straight to a printer, or, for an email merge, sending each personalized message directly to its matching recipient's address through a connected email account.
Stepping through a handful of previews catches a mismatched field or formatting issue before it repeats across the entire recipient list.
A merge field expecting a column named Email fails silently if the spreadsheet instead labels that column EmailAddress, so matching names carefully avoids blank results.
Merging To Labels Or Envelopes
Beyond letters, the same underlying process generates a full sheet of mailing labels or a stack of individually addressed envelopes, each pulling from the identical connected data source. Selecting the correct label or envelope size before starting keeps the printed output aligned properly with standard label sheets or envelope dimensions.
Adding Conditional Content
A Rule feature under the Mailings tab inserts conditional text that changes based on a data field's value, such as showing a different closing line for recipients above a certain purchase amount. This turns a single template into a flexible document that adapts its wording automatically based on each recipient's own data.