If you want, you can check through the list and edit it before you run the mail merge.įor example, if you have a large list, you may want to send email in chunks. I’ve already created a folder in Outlook to hold my customer contacts.Īnd Word adds the contacts to a recipient list. When you select this option, you also need to choose which contacts folder to use.Ĭhoose an Outlook profile if you get a prompt. Let’s say we want to send the email to customers in our Outlook contacts. Since our document is already open, we’ll select Use the current document.Ī recipient list can come from one of three places: an existing list, such as a mailing list you created in Microsoft Excel, Microsoft Outlook contacts, or you can type a new list. Here you can start a new document from a template or existing document. Select the type of document you want to add mail merge to, and click Next. On the MAILINGS tab, click Start Mail Merge and Step-by-Step Mail Merge Wizard. In this course, we’ll start with email, then move on to letters and envelopes. Then Word automatically fills in the fields with recipient information and generates all the individual documents. You start with a main document, attach a list of recipient information, and add mail merge fields. You can add individual elements to any part of a label, letter, envelope, or email, from the greeting to the entire document, even images. Mail merge is all about mass mailings that you individualize for each recipient. If you don’t see your field name in the list, click the Insert Merge Field button.Ĭlick Database Fields to see the list of fields that are in your data source.Ĭreate and print mailing labels for an address list in Excel If you want to add a customized greeting or other information from your mailing list, you can add fields one a time.Ĭlick in your document where you want to add the mail merge field.Ĭlick the arrow next to Insert Merge Field, and then click the field name.

To make sure the field is formatted the way you want, highlight the whole field, including the marks at each end.Ĭlick HOME, and then check the font and font size.Ĭlick Line Spacing to make sure the line spacing matches the spacing in the rest of your document.Īfter you add the fields you want to merge, type the information you want to be the same in each email message you send during the merge.

Word includes the Greeting Line and Address Block fields, which add all the fields for a greeting or address, so you don’t have to add each field one at a time.įor example, to add a standard greeting to your email message or letter, use the Greeting Line merge field.Ĭlick where you want to add the greeting.Ĭhoose the name style that you want to use, and set other options.

To show how mail merge works, let's start with an email message.

Use exchange 2016 for mass mailings