How to Mail Merge in Office 2016 - Laptop Mag


















Laptops By Brand

LAPTOP FINDER Advertisement


How to Mail Merge in Office 2016 By Melanie Pinola | November 2, 2015 10:26 am



All Subcategories

Max Price


more options

Mail merge lets you easily turn one document into several personalized, unique versions of it. You can use mail merge in Office 2016 to create form letters or address labels, certificates with unique names, and more. Here's how. With mail merge, you create a document in Word that has the information that you want to be the same in each version (such as the return address on an envelope or the main content of your email). You add fields as placeholders in the document for the unique information that you want to be updated (such as the recipient's name or address). Instead of having to manually create new versions of the same document and replace those fields, Word does all the work, pulling in information from your Outlook contacts, an Excel spreadsheet or other data source to run the mail merge.



enter email here ...

In this example, we'll be using mail merge to create a letter for multiple recipients.


1. Make sure your contacts list is ready. It's best to have your spreadsheet or Outlook contacts prepared before you start creating the document so the mail merge goes smoothly. For example, whether you're using Outlook contacts or an Excel spreadsheet for your data source, make sure none of the data is missing for the fields you'll be pulling in. If you're using Outlook and have a large number of contacts but only want to use mail merge for specific contacts, you'll


make the process easier by selecting those contacts and copying them to a new folder. (To do this, select the contacts, right-click, choose Move and then Copy to Folder…)

Best Laptop Deals of 2018

Google Discontinues Pixel C In Favor of Pixelbook

How to Play Demanding Games on the Dell XPS 13

Surface Pro with LTE Now Available For Everybody (Sort of)

Get Dell's New Inspiron 15 5000 w/ 8th-Gen Intel CPU for $650

Make sure you change the contact folder's properties so it will be shown as an email address book (Right-click the new contacts folder, go to properties, and check "Show this folder as an email Address Book") Advertisement

2. Create a new blank document in Word. 3. Navigate to the Mailings tab. 4. Click the Start Mail Merge button and select your document type. We'll start with the letter first.

5. Click the Select Recipients button and choose to create a new list, use an existing list, or choose from Outlook Contacts. The "Type a New List… " option creates a new data table in Word, but you're better off using an external source like a spreadsheet or the contacts list in Outlook so the data is readily available to other programs and other purposes.

6a. If you choose "Use an Existing List…" you'll be asked to browse to the file on your computer and then confirm the data table.

6b. If you choose "Choose from Outlook Contacts…" you'll be asked to choose the Outlook contact folder and then add or remove recipients from the merge. (This is why we advised in step one to create a new contacts folder for your mail merge: You won't have to scroll all of your contacts in this small box.)

7. Create the content for your document and insert the placeholders. When you get to the part where you get to information that needs to be personalized from your data source, insert a placeholder with either the Insert Merge Field button or one of the two shortcuts Word offers for common fields: Address Block and Greeting Line. 8. Use the Address Block shortcut. As the name suggests, the Address Block button creates a placeholder for a name and address--useful when creating letters or mailing labels or envelopes. With both the Address Block and Greeting Line shortcuts, you'll be able to specify what gets inserted and preview what it will look like.

If the preview seems to be missing information, as in the address preview above, click the Match Fields button to tell words where the data is for the missing fields.

When the preview looks okay, click OK, and Word will insert the address placeholder.

9. Use the Greeting Line shortcut. The Greeting Line button adds a salutation that you can format. The dropdowns will let you select to include the full name (by default), the full name with the title (e.g., Mr. Joshua Randall Jr.), title and last name, just a first name, a nickname, and other variations.

As with the Address Block shortcut, preview the results of the mail merge and use the Merge Fields… button to correct make sure your fields match if they don't in the preview. 10. Insert other fields into your document. For other placeholders you might need, click on Insert merge field and select the field you want to insert at that point in the document. In this case, I have a unique account number in my database that I want to add to the letter, so I choose the Account Number field and click Insert.

11. Preview the merge results after you've finished the document and inserted all your fields by clicking the Preview Results button.

You can format any of the placeholder text, such as adjust the line spacing, by selecting the text and formatting it as you would any other content. In the Mailings tab, use the forward and back buttons to check all of the mail merge results. 12. If all looks good, click on the Finish & Merge button and you can print individual documents, send them as email messages, or editing each individual document if you would like.

Repeat this for other types of documents you'd like to use mail merge for. In addition to letters (which can be any sort of document, including certificates and coupons), you can choose emails, envelopes, labels, or directories as the document type. Word also has a Step by Step Mail Merge Wizard (found under the Mailings tab > Start Mail Merge button), which basically walks you through the process above. «« Previous Tip

Microsoft Outlook Tips

Next Tip »»

More Tips Block a Sender in Outlook 2016 How to Instantly Mark Messages as Read in Outlook 2016 and Prior Edit New Message Alerts in Outlook How to Mail Merge in Office 2016 Set an Out of Office Reply in Outlook How to Create Custom Groups in Outlook 2016 Download Your Address Book in Outlook 2016 and Prior How to Archive Mail in Outlook 2016 Create an Email Signature in Outlook 2016 and Prior Attach a Calendar Event to an Email Set Up a Universal Inbox Import Contacts to macOS Address Book Purge Deleted Messages Delete Addresses in Outlook Autocomplete Change the Attachment Size Limit in Outlook Import Contacts via CSV Back Up Outlook Data Change Fonts in Outlook Export Contacts to CSV Add an Image to Your Signature Set Up Out-of-Office Messages Create Email Templates Restrict Notifications to Important Emails Only Get Read Receipts Use Two Time Zones for Meetings Recall an Email Save Common Searches Filter Email Block Unwanted Mail Stop Sending Winmail.dat Automate Repetitive Actions Schedule Outgoing Mail Create Canned Replies





1 COMMENT Mike X Says: November 24th, 2016 at 7:16 pm

A bit of a cop out on formatting. When writing a letter the two addresses (sender / recipient) should be on the same level, and not beneath each other. I can understand why you did this though, as it seems mail merge doesn't allow this. It is ridiculous that it's so difficult. Word should allow some kind of text boxes. I hate Word. I've been researching for a couple of hours, and STILL can't find a way to format two addresses in mail merge properly, so that one is left of the other. It seems nobody knows how to do it, so the internet is silent on this one! Is this the holy grail of Word!?

Back to top



Company Info

Top Ten Reviews

About Us

Tom's Guide

Contact Us

Laptop Mag

Advertise with Us

Tom's Hardware

Using Our Content

Business News Daily

Licensing & Reprints

Tom's IT Pro

Copyright Policy

Terms of Use and Sale

Live Science

Privacy Policy

Active Junky ShopSavvy Anand Tech


SUBSCRIBE TO LAPTOP enter email here ...

Copyright © 2017 All Rights Reserved.



How to Mail Merge in Office 2016 - Laptop Mag


987KB Sizes 3 Downloads 14 Views

Recommend Documents

How to mail merge in Kingsoft Office?
Mar 31, 2012 - Redo the fifth and sixth steps to insert the Address. mail merge. 7) Once you have succeeded in merging t

How To Use Mail Merge in Word 2016 | UniversalClass
To execute Mail Merge, simply select Start Mail Merge from the Start Mail Merge under the Mailings tab. Choose the appro

How To Use Mail Merge in AbiWord
How to Mail Merge. The process involves three main steps: creating the data source, creating the document template, and

HOW TO PERFORM A MAIL MERGE (Microsoft Office 2007)
Also, Staples sells its own house-brand labels that are marked with the equivalent Avery “model number”; that's impo

WPS Office | Mail Merge Feature
Using the "Mail Merge" provided by Kingsoft Office you can quickly deal with this kind of special documents, and greatly

How to create a mail merge
Click on Mail merge wizard. Notice that the mail merge task pane is on the right side of the screen. The mail merge wiz

How To Mail Merge PDF Documents - Evermap
[HOW TO MAIL MERGE PDF DOCUMENTS ]. 15 Select “Employees” from a list of available Excel sheets (th

Mail Merge in Microsoft Office to Print Labels and Envelopes
Step 1: Open up Microsoft Word to a new document. Click on “Tools.” Graze “Letters and Mailings” with your mouse

What is Mail Merge in Outlook and how to do Mail Merge better
Jul 24, 2014 - Using the individual entries, Word replaces the Macros with the actual names, addresses, dates, and other

Using Mail Merge in
it. This is the default selection. We'll use letters to begin. You'll notice, at the bottom of the Task Pane that it loo