How to use mail merge in Word to merge documents

In Word, there is a mail merge feature that merges letters, emails, contracts, payslips, and notices to compose bulk content with the same content without having to enter it manually, saving time and effort. The email merge feature is available on all versions of Word from Word 2007 to Word 2019. The following article will guide readers on how to use the mail merge feature in Word.

• How to merge text, merge letters Mail Merge Word 2016

Instructions for using mail merge in Word

First, you need to prepare an Excel file with a full list of names and a Word file of the invitation letter template, or the content to be mail merged.

Step 1:

In the Word interface, there is a form, click on Mailings and then click on Start Mail Merge shown below. Continue to click on Step-by-Step Mail Merge Wizard .

Step 2:

In the interface displaying the steps, first you choose the type of email we are composing including:

• Letters: Invitation letter type.
• Email messages: Email.
• Envelopes: Envelopes.
• Labels: Mail by label.
• Directory: Mail by category.

Then you click on Next.

Step 3:

In this step, you will select the letter template for the text merge , including:

• Use the current document: Use the current open document.
• Start from a template: Use a template in Word.
• Start from existing document: Use existing or created letter templates saved in Word.

Click Next to move to the next step.

Step 4:

In this step we select the data taken from the Excel file containing the list of names. Click Browse… to select the Excel file .

Now display the interface in Word with Excel document sheets. Click on the sheet containing the data you want to use and click OK to continue.

At this time, the full content of the columns in the Excel file will be displayed . You can select or uncheck the information in the interface. Click OK to continue. Then click Next to move to the next step.

Step 5:

In this step, there will be an option to add or edit information in the merge letter in case you have not finished writing the template. If the template is completely written, skip this step, click Next to continue.

Step 6:

In this step, you click on the position where you want to insert the content, then click on the Insert Merge Field button and select the field you want to get , first of all the person's name.

The field name will now be displayed. To display the person's name , look at the content column on the right side, click on the arrow at Recipient to change the items in the list . The name of the person you want to fill in the list will immediately appear.

Next, you click on the other content below to fill in the information, we also click on Insert Merge Field and then select the field to fill in the content , here is the position. Then the title name will be displayed corresponding to the name above like the Excel file. You click on the arrow at Recipient, the content of the fields will change immediately after.

Now you can print the invitation and you're done.

Finally click Next to complete the mail merge process in Word.

Step 7:

Once completed, click the Finish & Merge button and select Send Email Messages below.

Then you fill in the email content you want to send and click OK to open Outlook on your computer and send the email via Outlook. In case you use Gmail, you must save it as a separate doc file and then send the email.