Get started

On the Tools menu, point to Letters and Mailings, and then click Mail Merge to open the Mail Merge task pane.

On the View menu, point to Toolbars, and then click Mail Merge to display the Mail Merge toolbar.

Choose a document type

In the task pane, click the document type you want to create. Click Next: Starting document at the bottom of the task pane to move to the next step.

Click the Main document setup button. Click the document type you want to create, and then click OK.
Tip    If you click Envelope or Label, an Options dialog box opens where you can choose the size and style you want. If you want to start with an envelope or label document that you created previously, click Cancel to close the Options dialog box and open the document.

Open the main document

Choose your starting document by clicking an option in the task pane.

• If you're creating letters, e-mail messages, faxes, or a directory, you can start with the open document, with a template on your computer or from Office Online, or from an existing document you created previously.
• If you're creating envelopes or labels, you can choose the envelope or label size and style you want, or open an existing envelope or label document you created previously.Click Next: Select recipients at the bottom of the task pane.

• If you want to start with the open document, just go on to the next step.
• If you want to start with an existing document, open that document.
• If you want to start with a template, on the File menu, click New. In the New Document task pane, under Templates, click a link to locate the template you want to use.

Connect to a data file

Click one of the options in the task pane to:

• Connect to a data file on your computer or on a server that already exists. You'll have to browse to locate the file, and then choose the worksheet or table within the file that you want to use.
• Connect to your Outlook Contacts file. You'll have to choose the contact list folder you want to use.
• Create a new data file from scratch. You'll type information in the New Address List dialog box to create a mailing database (.mdb) file.

Click the Open Data Source button on the toolbar. In the Open Data Source dialog box, locate the data file that you want to connect to.
Tip    If you want to use your Outlook Contacts as the data file for the merge, open the Mail Merge task pane by pointing to Letters and Mailings on the Tools menu, and then clicking Mail Merge. Advance through the task pane steps until you come to the Select recipients step. Click the Select from Outlook contacts option.

Choose the records you want to use in the merge

After you connect to or create the data file, the Mail Merge Recipientsdialog box opens. Use the column headings, check boxes, and buttons to sort and choose the data file records you want to use in the merge.
Click Next: Write your letter at the bottom of the task pane.

Click the Mail Merge Recipients button on the toolbar. In the Mail Merge Recipientsdialog box, use the column headings, check boxes, and buttons to sort and choose the data file records you want to use in the merge.

Add content and fields to the main document

Type, insert, or paste into the main document the content that you want to appear in each merged copy.
In the task pane, click the:

• Address block link to add an address block field.
• Greeting line link to add a greeting line field.
• More items link to add a field representing any column from your data file.Tip    To add pictures to merged labels, with the main document open, on the Insert menu, point to Picture, and then click From File. In the Insert Picture dialog box, locate the picture you want to use, and then click Insert. On the Format menu, click Picture. On the Layout tab, click Square, and then click OK. Insert the Address block field to the right of the picture. In the task pane, click Update all labels to add the picture and address block fields to the other labels on the sheet.

Type, insert, or paste into the main document the content that you want to appear in each merged copy.
To add fields:

• Click the Insert Address Block button to add an address.
• Click the Insert Greeting Line button to add a greeting.
• Click the Insert Merge Fields button to add a field representing any column from your data file.
• Click the Insert Word Field button to insert one of the Word fields most frequently used in mail merge.
• On the Insert menu, click Field to insert any Word field.

Preview

Use the buttons and links in the task pane to preview the merged documents. If you see errors, click Previous at the bottom of the task pane to return to the previous step and fix the problems.

Use various previewing buttons on the Mail Merge toolbar:

• To see the first merged document, click the View Merged Data button.
• To page through the merged documents, click the Next Record button.
• To preview a specific merged document, type the record number in the Go to Record box, and then press ENTER.

Complete the merge

Click a link in the task pane to:

• Print the merged documents.
• Electronically send the merged documents, if they are e-mail messages or faxes.
• For letter, envelope, or label document types, create a comprehensive document that contains all the merged documents, one document per page.

Use various buttons on the Mail Merge toolbar.

• To print the merged documents, click the Merge to Printer button.
• To transmit the merged documents electronically, click the Merge to E-mail button or Merge to Fax button.
• To create a new comprehensive document that contains all the merged documents, one document per page, click the Merge to New Document button.