How to Master Mail Merge in MS Word (Advanced Users Guide)

Do you could ship out a variety of paperwork to completely different recipients? You’ll be able to customise the title and tackle data in MS Phrase.

microsoft word templatemicrosoft word templatemicrosoft word template
Microsoft Word letterhead template from Envato Parts

Learn to do a Mail Merge in Phrase on this step-by-step tutorial. We’ll additionally clarify why you’d wish to use Mail Merge from Phrase, and how much initiatives would use Phrase Mail Merge. Prepared? Let’s dig in.

What Is Mail Merge in Phrase?

When utilizing Microsoft Phrase, Mail Merge can be utilized to simply create customized paperwork that each one use the identical supply. It is a characteristic that merges a template with information to generate a number of, custom-made paperwork.

If you could generate a lot of paperwork with custom-made data for various recipients, Mail Merge could be an enormous time saver. For instance, you probably have a single letter template that should exit to many various recipients, Mail Merge could be an incredible reply.

ms word templatems word templatems word template
Microsoft Word template from Envato Parts

Listed below are among the advantages of utilizing Mail Merge from Phrase:

  • It can save you a variety of time in terms of creating customized paperwork. Utilizing Mail Merge, Phrase automates the method for you.
  • As a result of this course of is totally automated, it additionally reduces the chance of errors. If you already know your supply record is appropriate and correct, you are good to go.
  • Utilizing Mail Merge in Phrase additionally helps guarantee consistency throughout your paperwork too. You will know precisely the place and the way the info will likely be included, with out doing so by hand.

So, for those who’re debating if Mail Merge in Phrase is true on your mission, contemplate the performance. Will you’ve got a number of recipients to think about? Or perhaps you’ve got another sort of variable information that may take fairly a little bit of time to manually enter. In these circumstances, Mail Merge in Phrase might be an incredible resolution.

Examples of When to Use Mail Merge in Phrase

So, why would you wish to use Mail Merge in Phrase anyway? Listed below are some examples of why this characteristic is such an incredible one to depend on:

  • Envelopes and Labels might be simply custom-made with Mail Merge, utilizing a contact record, fairly than getting in and typing out every title and tackle by hand. 
  • Invoices and Payments typically require particular buyer data. Once more, with Mail Merge, you possibly can add this content material simply, rapidly, and precisely.
  • Customized letters would require particular person customization. For instance, perhaps you’ve got an worker welcome letter. Utilizing Mail Merge, you possibly can customise this letter for every worker.
  • Coaching Supplies, Cowl Letters, and A lot Extra! There are a lot of other ways you might use Mail Merge, because it’s such a helpful characteristic.
invoice templateinvoice templateinvoice template
Microsoft Word Invoice template from Envato Parts

How To Do a Mail Merge in Phrase (Set Up)

So, let’s stroll by how one can mail merge in Phrase. First, one thing to remember. Mail Merge from Phrase primarily has two components: your recipient record and your fundamental doc that has your merge fields. Let’s simplify this idea first. 

The primary piece of this equation is your fundamental doc. This can act as a template of kinds. For instance, on this demonstration, we’ll use this professional letterhead template from Envato Parts. 

letterhead templateletterhead templateletterhead template
Professional letterhead design template from Envato Parts

When taking a look at a letter like this one, you will discover that sure items will all the time be recipient particular. Within the case of this letterhead, the next content material would virtually all the time be custom-made:

  • The “TO” data, together with First Title and Final Title, Title, Deal with.
  • The Introduction to the letterhead (i.e. Expensive Mr. James)

And that is the place the second piece of our puzzle is available in: the info in our recipient record. That is the place we’d have all of that dynamic information that we might simply insert through Mail Merge. 

Now that we have noticed these two components, let’s stroll by utilizing them collectively.

Step 1

First start in Microsoft Phrase. I’ve my letterhead doc open (once more, I am utilizing this letterhead template from Envato Parts). You could possibly use any doc of your selection—together with a brand new one. The objective right here is to have your accomplished, default doc that you just intend to insert information into.


Step 2

Subsequent, let’s go to the Mailings tab, within the high Ribbon. With the Mailings tab energetic, choose Choose Recipients

We’ll choose Create a New Record for this demonstration.

create a new listcreate a new listcreate a new list

Step 3

Now, Microsoft Phrase provides us the choice to pick our Fields. This may be any information that you’d need inserted into your doc. There are a lot of frequent fields right here within the defaults, like FirstName and LastName

Add or take away any of those fields utilizing the – or + icons. 

However for this demonstration, the default values are simply positive. Click on Create to proceed.

merge mail fieldsmerge mail fieldsmerge mail fields

Step 4

Subsequent, Microsoft Phrase will ask us to save lots of our new record as a Phrase doc. Give your record a related title, after which click on Save.

save documentsave documentsave document

Step 5

Then, Phrase will ask us to start enhancing our record entries. This may be the info that we’ll ultimately merge with our doc.

list entrieslist entrieslist entries

Step 6

So, for this demonstration, let’s add some take a look at data. You could possibly add any information right here that you just desire. Fill out every discipline. For those who go away a discipline clean, that is okay—it simply will not home any data that’ll be crammed in. 

list datalist datalist data

Step 7

So as to add a brand new information entry, click on on the plus signal in direction of the underside of this panel, as highlighted under. You will discover that the entry quantity has additionally modified to “2”, as this will likely be our second entry in our record.

new entrynew entrynew entry

Step 8

Proceed filling in your data on this manner. Be aware, under, which you can toggle between entries utilizing the arrows on the backside of the panel. 

mail merge wordmail merge wordmail merge word

Step 9

For those who’ve bought a variety of information to incorporate, doing it this fashion may not be very sensible. Click on on View Supply, and we will view our exterior information record. 

view sourceview sourceview source

Step 10

And this is what our information supply appears to be like like. That is that new record we saved earlier as its personal doc—and look, all the information we enter is right here.

The good factor about that is, we will additionally enter our content material right here, on this separate file. This generally is a little extra user-friendly for those who’re working with a variety of data.  

data sourcedata sourcedata source

Step 11

So, for instance, I went forward and added some extra entries right here into my record, for extra recipients. You will wish to ensure you observe the desk format that Microsoft Phrase created right here. When you’re completely satisfied together with your additions, ensure that to Save your doc.

item listitem listitem list

Step 12

Let’s return to our fundamental doc now. We are able to test our recipient record by going to Edit Recipient record, up within the Mailings tab.

edit recipient listedit recipient listedit recipient list

Step 13

This can be a fast and straightforward manner to verify your information was saved accurately, in your different doc. Plus, you possibly can go in and make fast revisions right here too! Simply click on OK while you’re finished viewing or enhancing your information.

edit recipientsedit recipientsedit recipients

Step 14

So, now that we have our information arrange, how will we use it?

Let’s zoom in on our letterhead.

An excellent instance right here could be the introduction to the letter, the place it reads “Expensive Mr. James“. We might need this content material to be dynamic and mirror everybody on our record.

To get began, let’s click on on Insert Merge Subject.

data fieldsdata fieldsdata fields

Step 15

We are able to select from all of the completely different fields we crammed out in our information, like Title, FirstName, and extra. Now it is a matter of selecting which fields we wish to embody on this house. 


Step 16

Here is an instance of the opening to our letter with the merge fields inserted. This doc can have the Title, FirstName, and LastName firstly of each letter.

custom fieldscustom fieldscustom fields

Step 17

However that does not really feel very natural, does it? Fortunately, Microsoft Phrase lets us simply preview what we have created. Click on on Preview Outcomes and we will get a more true finish end result take a look at what we have created.

Have a look, I see my first information merge right here for instance. 

data merge previewdata merge previewdata merge preview

Step 18

Repeat this course of so as to add as many merge fields as your doc requires. On this instance, I added recipient data in all the suitable locations in my letterhead template.

That is what it appears to be like like with the preview off. It is good to work this fashion, as a result of you possibly can clearly see the place the template information will likely be positioned.

fill out fields mail mergefill out fields mail mergefill out fields mail merge

How To Do a Mail Merge in Phrase (End & Merge)

Step 1

Now, we’re able to go! We have walked by how Mail Merge in Phrase works and how one can set it up. Now, it is time to put it to make use of and generate our merged letters.

To start, go to End and Merge, within the Mailings tab. 

finish and mergefinish and mergefinish and merge

Step 2

You get a number of choices right here for outputting your merged work.

  • Edit Particular person Paperwork provides you with a preview of your output together with your Merged Mail information.
  • Print Paperwork will ship this job to your printer. That is splendid if you wish to print out bodily copies of your work. You may also print to PDF, you probably have Adobe Acrobat put in. 
  • Merge to E mail will take this to your synced e mail software program.

Let’s select Edit Particular person Paperwork on this demonstration, because it provides us additional management over our work.

print documentsprint documentsprint documents

Step 3

As soon as you’ve got chosen Edit Particular person Paperwork, Microsoft Phrase opens up a brand new doc together with your newly merged content material. You’ll be able to web page by it multi function, handy place—and you can also make particular person edits if you could. So, for instance, if one recipient wants one thing utterly distinctive, you possibly can add that in earlier than you print.

Be aware that this can be a accomplished doc and never your template. So, if you wish to create a brand new Mail Merge in Phrase, you’d want to return to your unique file. 

edit individual mergeedit individual mergeedit individual merge

Step 4

And there you’ve got bought it! You’ll be able to print copies through your printer, export as PDF, or every other manner you’d desire to share and print your work. You’ll be able to all the time return and edit your record of contacts and do one other mail merge sooner or later if you could.

Here is a take a look at certainly one of my Merged Mail paperwork that I exported to PDF, for simple digital distribution. 

ms word to pdfms word to pdfms word to pdf

Take Your Microsoft Phrase Initiatives Additional With Envato Parts

Searching for additional assist? Whether or not you are constructing out enterprise communications, invoices, or cowl letters, Envato Parts has you lined. One low payment will get you limitless entry to 1000’s of professionally designed Microsoft Phrase paperwork. 

Explore Envato Elements

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Reap the benefits of limitless downloads, 1000’s of Microsoft Phrase templates, on Envato Parts

Here is just some of the methods Envato Elements can assist you end your subsequent mission faster and simpler:

  • Want an bill? Obtain an bill template on Envato Parts. Arrange Mail Merge in Phrase and you have able to share together with your purchasers.
  • Engaged on a canopy letter on your job search? Use a template with Mail Merge and simply fill out employer data with just some clicks.
  • Creating labels to mail out to a bunch? Obtain a template from Envato Parts, use mail merge, and also you’re able to print.

And Envato Parts additionally has fonts, illustrations, inventory pictures, and rather more. All of this content material is included for one low value, and it is such an incredible useful resource for inventive professionals.

Plus, Parts now contains AI-assisted search. So, you will discover what you are in search of much more rapidly.

Try Envato Parts at this time.

Wish to Be taught Extra About Microsoft Phrase?

For those who’re seeking to study extra about Microsoft Phrase, it’s best to take a look at the wealth of free tutorials proper right here on Envato Tuts+. Listed below are some superior tutorials to get you began, proper now. 

Now You Know How one can Use Mail Merge in Phrase!

Now that you understand how to Mail Merge in Phrase, you’ll add all types of record information to your MS Phrase paperwork. Use it for mailing lists, invoices, letterheads, and rather more. And do not forget to take a look at Envato Parts for one of the best Word document templates.

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