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How to use mail merge to create form letters in Word
Article ID: 294683 - View products that this article applies to.
This article was previously published under Q294683
For a Microsoft Word 2000 version of this article, see 212329
For a Microsoft Word 97 version of this article, see 141922
This article describes how to use the Mail Merge feature to create form letters in Microsoft Word.
For additional information about performing other types of mail merges, about merging with other types of data, and about problem solving, review the list of articles in the References section.
For a description of the terms used in this article, see the Glossary section.
The following procedure describes how to create a form letter, attach it to a data source, format it, and merge the documents.
Start a mail mergeStart a mail merge. To do this, follow these steps, as appropriate for the version of Word that you are running.
Microsoft Word 2002On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.
Microsoft Office Word 2003On the Tools menu, click Letters and Mailings, and then click Mail Merge.
Microsoft Office Word 2007On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.
Select document type
Select the starting document
Select recipientsWhen you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source.
Method 1: Use an existing data sourceTo use an existing data source, follow these steps:
Method 2: Use names from a Microsoft Outlook Contacts ListTo use an Outlook Contact List, follow these steps:
Write your letterIn this step, you set up your main document.
Preview your lettersThis step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letters.
To proceed to the next step, click Next: Complete the merge.
Complete the mergeThis step merges the variable information with the form letter. You can output the merge result by using either of the following options:
Additional resourcesFor troubleshooting, see the Word Mail Merge Support Resources. To do this, visit the following Microsoft Web site:
Boilerplate: Generic information that is repeated in each form letter, mailing label, envelope, or directory (catalog).
Data field: A category of information in a data source. A data field corresponds to one column of information in the data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.
Data record: A complete set of related information in a data source. A data record corresponds to one row of information in the data source. All information about one client in a client mailing list is an example of a data record.
Delimited file: A text file that has data fields separated (or delimited) by tab characters or commas, and data records delimited by paragraph marks.
Header row: The first row (or record) in a mail merge data source. The header row contains the field names for the categories of information in the data source; for example, "Name" and "City." The header row can also be stored in a separate document called the header source.
Main document: In a mail merge operation, the document that contains the text and graphics that remain the same for each version of the merged document; for example, the return address and body of a form letter.
Merge field: A placeholder that you insert in the main document. Merge fields tell Microsoft Word where to insert specific information from the data source. For example, insert the merge field "City" to have Word insert a city name, such as "Paris," that is stored in the City data field.
Merged document: The document that is created by merging the data from the data source into the main document.
For more information about Word mail merges, click the following article numbers to view the articles in the Microsoft Knowledge Base:
(http://support.microsoft.com/kb/294684/ )How to use the mail merge to create mailing labels in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/290408/ )Frequently asked questions about mail merge in Word 2002
(http://support.microsoft.com/kb/290966/ )How to create a custom label or modify an existing label in Word
(http://support.microsoft.com/kb/294685/ )How to use mail merge to create envelopes in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/294686/ )How to use mail merge to create a list sorted by category in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/294693/ )How to use mail merge to create a directory in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/294694/ )How to use mail merge to create e-mail messages in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/294695/ )How to use mail merge to create faxes in Word 2002 and in later versions of Word
(http://support.microsoft.com/kb/294697/ )How to perform a mail merge with an Outlook Contacts list in Word 2002 and in later versions of Word