Mail Merge Basics
Learn how to use Mail Merge in Word to automatically generate personalized letters, envelopes, and labels from a data source.
Video
Watch the lesson video, then complete the reading and challenge.
Lesson Notes
Read through the key concepts before you try the challenge.
What Is Mail Merge?
Mail Merge combines a letter template (the main document) with a list of recipients (the data source) to automatically produce personalized copies. It is commonly used for form letters, address labels, and name badges.
Step 1 – Start the Mail Merge
Go to Mailings → Start Mail Merge and choose the document type: Letters, Envelopes, Labels, or Email Messages. For this lesson, select Letters.
Step 2 – Select Recipients
Click Select Recipients on the Mailings tab. Choose Use an Existing List to connect an Excel spreadsheet or CSV file as your data source. Navigate to the file and click Open, then select the correct sheet.
Step 3 – Insert Merge Fields
Place your cursor in the document where you want personalized data (such as the recipient's name). Click Insert Merge Field on the Mailings tab and choose the field from your data source, such as FirstName or City.
Step 4 – Preview Results
Click Preview Results on the Mailings tab to see how the first recipient's data fills in. Use the arrow buttons to cycle through all records and confirm the merge looks correct.
Step 5 – Finish & Merge
Click Finish & Merge on the Mailings tab. Choose Edit Individual Documents to create a new document with all personalized copies combined, or Print Documents to send them directly to the printer.
Knowledge Check
What is the role of the data source in a Mail Merge?
Practice File
Download this file and follow along with the lesson.
Challenge
Apply what you've learned in this lesson.
Complete the following tasks:
- Open the letter template practice file and start a Letters mail merge.
- Connect the provided Excel data source file as your recipient list.
- Insert merge fields for FirstName, LastName, and City in the appropriate places in the letter.
- Use Preview Results to check that the first three records display correctly.
- Use Finish & Merge → Edit Individual Documents to produce the complete set of letters.