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Create a Mail Merge
Mail Merge (using Microsoft Excel and Word) Mail merge is useful when you need to create personalized form letters, certificates, etc. where the basic document is the same, but specific information is automatically inserted into each individual copy. There are many different programs and methods for doing a mail merge. These instructions refer to creating a data list in Excel and then merging it into a Word file.
I. Create data file (this is the information you will merge into a common file) · Open Excel. Type a heading (i.e. name) in Cell A1. Type additional headings (i.e. grade, teacher, etc.) in cells B1, C1, etc. as necessary. It doesn’t matter if the data appears to spill over into adjacent cells. However, to fix this simply position the cursor in the gray column heading area (A,B,C,D) on a dividing line between two columns. When the cursor changes to a vertical line with 2 arrows, left-click and drag the column to the desired width. · Beginning in cell A2, type in the actual data.
· Save this file to your F: drive or another appropriate location. Name the file appropriately and make sure you know where it is saved. Close Excel.
II Create the main document (letter, certificate, etc.)
III Merge the data While viewing the Word document, use the Tools menu to select Letters and Mailings → Mail Merge Wizard. Follow the six steps described below:
1) Select the appropriate document type (i.e. letter). Click Next: Starting document.
2) Make sure Use the current document is selected. Click Next: Select recipients.
3) Make sure Use an existing list is checked. Click Browse and navigate to the Excel file that contains your merge data. Select the data file and click the Open button. Click OK on the next screen. A recipient list will appear. Make sure the appropriate data is selected and click OK. Click Next: Write your letter.
4) Position your cursor in the Word document where you want the first piece of data (i.e. name) to appear. Click More Items in the Wizard pane. The Insert Merge Field window appears, showing the headings
you typed in your Excel data file. Select the heading (i.e. name) you wish to insert first, click the Insert button and then click the Close button. Repeat for each piece of data you wish to insert. Click Next: Preview your letters.
5) One merged document appears on the screen. Use the forward and backward arrows in the Mail Merge Wizard pane to view other merged documents. Click Next: Complete the Merge.
6) Click Print. A Merge to Printer box appears. If you want documents to print for ALL merged data, confirm that the All option is selected, and click OK. To print only the current record viewed in Word, make sure Current record is selected and click OK. If you only want to print certain records, make sure the From/To option is selected and filled in appropriately (i.e. From: 1 To: 5). Click OK. Click Print in the normal Print dialog box.
Note: It is not possible to edit the Excel data file while the merge file is open. To edit the data file, first make sure the Word document is closed, then open the Excel file.
I. Create data file (this is the information you will merge into a common file) · Open Excel. Type a heading (i.e. name) in Cell A1. Type additional headings (i.e. grade, teacher, etc.) in cells B1, C1, etc. as necessary. It doesn’t matter if the data appears to spill over into adjacent cells. However, to fix this simply position the cursor in the gray column heading area (A,B,C,D) on a dividing line between two columns. When the cursor changes to a vertical line with 2 arrows, left-click and drag the column to the desired width. · Beginning in cell A2, type in the actual data.
· Save this file to your F: drive or another appropriate location. Name the file appropriately and make sure you know where it is saved. Close Excel. II Create the main document (letter, certificate, etc.)
- Open Word. Create the document into which the data will be merged. Leave blank spaces where the merged data will appear.
- Save this file to your F: drive or another appropriate location. Name the file appropriately and make sure you know where it is saved. Keep this Word file open.
III Merge the data While viewing the Word document, use the Tools menu to select Letters and Mailings → Mail Merge Wizard. Follow the six steps described below:
1) Select the appropriate document type (i.e. letter). Click Next: Starting document.
2) Make sure Use the current document is selected. Click Next: Select recipients.
3) Make sure Use an existing list is checked. Click Browse and navigate to the Excel file that contains your merge data. Select the data file and click the Open button. Click OK on the next screen. A recipient list will appear. Make sure the appropriate data is selected and click OK. Click Next: Write your letter.
4) Position your cursor in the Word document where you want the first piece of data (i.e. name) to appear. Click More Items in the Wizard pane. The Insert Merge Field window appears, showing the headings
you typed in your Excel data file. Select the heading (i.e. name) you wish to insert first, click the Insert button and then click the Close button. Repeat for each piece of data you wish to insert. Click Next: Preview your letters. 5) One merged document appears on the screen. Use the forward and backward arrows in the Mail Merge Wizard pane to view other merged documents. Click Next: Complete the Merge.
6) Click Print. A Merge to Printer box appears. If you want documents to print for ALL merged data, confirm that the All option is selected, and click OK. To print only the current record viewed in Word, make sure Current record is selected and click OK. If you only want to print certain records, make sure the From/To option is selected and filled in appropriately (i.e. From: 1 To: 5). Click OK. Click Print in the normal Print dialog box.
Note: It is not possible to edit the Excel data file while the merge file is open. To edit the data file, first make sure the Word document is closed, then open the Excel file.
bulljohn |
Latest page update: made by bulljohn
, Jan 10 2008, 2:28 PM EST
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