Word 2010 Mail Merge to Letters
Preparation
Excel File as the Recipient List
Recipient List Field Names:
Should not have any spaces
Format them differently than the data. Example: Bold and italicize the field names (titles to the columns)
Structure of the Recipient List
No blank rows or columns in the list. Blank cells are ok.
Though not necessary, the first sheet should contain the data source. Rearrange sheets if needed.
Number and date formatting may not appear in the merged document:
If you have formatted numbers in your Excel file, they will not merge into the document in their
formatted state. Ex.: $1,200.02 becomes 1200.02. In order to have formatted numbers and dates appear
in the merged document, you must set some options in Word (Confirm File Format Conversion on
Open), and then the Excel data will be merged as expected. You only have to set this once.
Confirm File Format Conversion on Open
In Word: File, Options
Advanced bar, General Section
Check Confirm file format conversion on open
OK
This is important if you are merging fields with money
or dates so they will appear in Word the same way they
are formatted in Excel.
Sample of Excel Spreadsheet
Warning When Opening a Word Mail Merge Main Document
Because an Excel file is attached to the document, this
warning appears
Click Yes
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Word 2010 Mail Merge to Letters
Letters
Display Mail Merge Wizard Task
Pane
Starting with a blank document, select Mailings
tab
Click Start Mail Merge
Select Step by Step Mail Merge Wizard
Mail Merge Task Pane Appears
Choose Letters for the
Document Type
Select Letters
Click Next: Starting document
Select Starting Document
This is called the "Main Document"
Use the current document
Click Next: Select recipients
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Word 2010 Mail Merge to Letters
Data Sources You Can Use for a
Mail Merge
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Outlook Contact List
Office Address List
Excel Worksheet
Access Database Table or Query
Other Database files
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Choose the Data Source/Recipient List
Select Use an existing list
Click Browse…
Navigate to your Excel File
Select the data file and click Open
Select OLE DB Database Files
Click OK
OR
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HTML file
Different type of electronic address
book
Word Data Source or a Header Source
Text files (CSV, TXT)
Word 2010 Mail Merge to Letters
If number formatting is important, check Show all
Select MS Excel Worksheets via DDE (*.xls)
Click OK
Note: The first sheet should be selected.
Use this one if your address list is on
sheet 1, otherwise select whichever
sheet has the address list.
Click OK
The address list appears
Click OK
Note: You can sort, filter and omit records
here.
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Word 2010 Mail Merge to Letters
Data Source/Recipient List is attached to the Form Letter
The form letter is the main document
Save the Main Document File
Write the Letter
Type the text that everyone gets.
Insert fields for personal information.
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Word 2010 Mail Merge to Letters
Insert Merge Fields
Select Insert Merge Field on Mailings tab, select Field
Completed greeting:
Completed address:
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Word 2010 Mail Merge to Letters
Alternate Method to Insert an Address Block
Click Address Block…
Choose the format you want
Click OK
Completed Address Block
(This expands during the merge process, displaying the entire address.)
Alternate Method to Insert a Greeting Line
Click Greeting Line
Choose the format you want
Click OK
Completed Greeting Line
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Word 2010 Mail Merge to Letters
Complete Writing the Form Letter
Example
Fields Turn Gray When You Click Them
Don't type anything in the field or remove the »
Save the Form Letter
Click File, Save
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Word 2010 Mail Merge to Letters
Preview the Merge Results
In the Mail Merge task pane
Click Next: Preview your letters (1) Or click Preview Results (2) on the Mailings ribbon.
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1
Complete the Merge
In the Mail Merge task pane, click Next: Complete the merge
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Word 2010 Mail Merge to Letters
Click Edit individual letters… on the task pane -or- click Edit Individual documents from the Finish &
Merge button on the Mailings ribbon.
Merge to New Document – click All
Click OK
Completed Merge
A separate document is created. This is NOT the Main Document.
Each record from the Data Source produces a letter
The number of pages/sections produced equals the number of records (Assuming that a letter is only
one page long)
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Word 2010 Mail Merge to Letters
Display Section Breaks
Click the Show/Hide button on the
Home Ribbon. It looks like a
¶
Display the Section Number on the Status Bar
Right mouse click on Word’s status
bar
Click Section
Click outside the list
Section # Displayed
on the Status Bar
Print the Completed
Merge
File, Print
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