Difference between revisions of "Mail merge"

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A '''mail merge''' is a software function that creates a large number of documents from a single template and data source (merging the two together). The template contains unchanging information with fields for the changing or unique information. A mail merge is typically performed by a [[word processor]], like [[Microsoft Word]].
 
A '''mail merge''' is a software function that creates a large number of documents from a single template and data source (merging the two together). The template contains unchanging information with fields for the changing or unique information. A mail merge is typically performed by a [[word processor]], like [[Microsoft Word]].
  
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==With Microsoft Word==
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==With Microsoft Word for Macintosh==
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# Launch Microsoft Word and leave a blank document open.
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# From the '''Tools''' menu, select '''Mail Merge Manager'''. The Mail Merge Manager will appear on the right side of the screen.
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# From the '''Tools''' menu, select '''Letters and Mailings''' > '''Mail Merge Wizard'''. The Mail Merge Wizard will appear in the Task Pane on the right side of the screen.
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# The Mail Merge Manager will walk you through the steps to perform a merge.
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# The Mail Merge Wizard opens with a question about the type of merged document you want to create. Make your selection and click '''Next'''.
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# First select your '''Document Type'''.
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# Next you need to select which document you will be using.  You can use the current open blank document, or a template or an existing document. After making your selection, click '''Next'''.
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# Select '''Recipient List'''.
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# The next step is to connect your data file, (list of unique information) to the mail merge. You can use an existing list or type a new list. If you use an existing list - the wizard will ask you to locate the list and then show you the list in the Mail Merge Recipient List dialog box.
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# Drag the '''placeholders''' into the location in the document.
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#* The '''Mail Merge Recipients List''' dialog box allows you to sort by any field, filter the field lists or exclude recipients from the merge.
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# Finish your document including the placeholders.
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#*You can return to the '''Mail Merge Recipient List''' dialog box by clicking the '''Edit recipient list''' link in the Task Pane.
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# The next step is to '''Preview''' your letter.
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#After selecting your data file, click '''Next:Write your letter'''.
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# In the '''Complete Merge''' area, select your preference - '''Merge to new document''' or '''Merge to the printer'''. If you choose new document, your original pre-merged document is still open behind the merged document.
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#The next step is to write your letter and insert the merge fields into the letter. You have two options for inserting merge fields.[[Image:Mailmerge_taskpane_helpers.jpg |right|120px]]
 
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#*Task Pane Helpers. If you use one of the helpers in the Task Pane, you will be asked a few questions about how you would like the information formatted, and then match your data fields to those for the formatting you selected. 
 
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#*Inserting Individual Merge Fields. If you wish to insert individual fields, you can do this from the More items option in the Task Pane, or the Insert Merge Field on the mail merge tool bar.[[Image:mailmerge_insertfield.jpg|thumb]]
 
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#After inserting your merge fields, the next step is to Preview your letter. Click Next:Preview your letters.
 
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#The Preview allows you to page through each record, preview a specific record by clicking '''Find a recipient''', exclude a recipient or edit the recipient list. If you need to go back to the original document and make changes - click the Previous option.
 
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#After previewing your merge, click '''Next:Complete the merge'''.
 
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#Now you have the option to print your document or save it. When you save, it will save the document and it's connection to the data field. The next time you open the document it will ask you about the data field, and if you want to perform the merge again.
 
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#*Answering yes will remerge the document.
 
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#*Answering no will break the connection and insert the unique information from the first record into the document.
 
  
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==With Microsoft Word for Windows=
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==With Microsoft Word for Windows==
 
# Launch Microsoft Word.
 
# Launch Microsoft Word.
 
# On the '''Mailings''' tab, select '''Start Mail Merge''' > select the type of merge you would like to do.
 
# On the '''Mailings''' tab, select '''Start Mail Merge''' > select the type of merge you would like to do.
 
# To select your data source (the information that changes) click '''Select Recipients''' and choose the source of your data.
 
# To select your data source (the information that changes) click '''Select Recipients''' and choose the source of your data.
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# Compose your document.  Add fields from your data source by using the Insert Merge Field option.   
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# Compose your document.  Add fields from your data source by using the '''Insert Merge Field''' option.   
 
# After inserting your merge fields, the next step is to Preview your letter. '''Select Preview Results'''.
 
# After inserting your merge fields, the next step is to Preview your letter. '''Select Preview Results'''.
 
# The Preview allows you to page through each record, if you need to go back to the original document and make changes - click the '''Preview Results''' again.
 
# The Preview allows you to page through each record, if you need to go back to the original document and make changes - click the '''Preview Results''' again.
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==Helpful hints==
 
==Helpful hints==
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;Need help sending your merged e-mail?
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;Numbers not printing correctly? (Word for Windows)
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:visit our [[Outlook Mail Merge]] page
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:Occasionally in a merge you have problems with the formatting of numbers from your data set.  If you want Word to use the same formatting that your Excel dataset is using -
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;Numbers not printing correctly?
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[[File:Wordmergedataexcel.jpg | thumb |right]]
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:Occasionally in a merge you have problems with the formatting of numbers from your data set.  Please see [http://office.microsoft.com/en-us/word/HA011164951033.aspx?pid=CH011218841033 Microsoft Answer Box Article] for help.
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# From the '''File''' Menu in Word > '''Options''' > '''Advanced'''.
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# In the '''General''' section click the '''Confirm file format conversion on open''' box. Click '''OK'''.
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# When opening the data set, at the '''Confirm Data Source''' window - check the '''Show All''' box, and select '''Excel Files via ODBC (*.xls, xlsx, slsm, slsb)'''.  This will tell Word to use the Excel number formatting.  
 
;Saving a merge to use again
 
;Saving a merge to use again
 
:If you want to save your merged document to use again, perhaps with a different data set - Save your document before the Preview records stage.
 
:If you want to save your merged document to use again, perhaps with a different data set - Save your document before the Preview records stage.
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;Restore a mail merge document to a regular document
 
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:After creating a merge document, to restore it back to the regular document, please see [http://office.microsoft.com/en-us/word/HP051875761033.aspx?pid=CH060832701033 Microsoft Answer Box] for help.
 
 
;Practice data set
 
;Practice data set
 
:Here is a practice data set for trying a mail merge in Word. [[media:Data.xls | Data Set]]
 
:Here is a practice data set for trying a mail merge in Word. [[media:Data.xls | Data Set]]
  
 
[[Category:Microsoft Office Suite]]
 
[[Category:Microsoft Office Suite]]

Latest revision as of 16:08, 26 February 2019

A mail merge is a software function that creates a large number of documents from a single template and data source (merging the two together). The template contains unchanging information with fields for the changing or unique information. A mail merge is typically performed by a word processor, like Microsoft Word.

With Microsoft Word for Macintosh

  1. From the Tools menu, select Mail Merge Manager. The Mail Merge Manager will appear on the right side of the screen.
  2. The Mail Merge Manager will walk you through the steps to perform a merge.
  3. First select your Document Type.
  4. Select Recipient List.
  5. Drag the placeholders into the location in the document.
  6. Finish your document including the placeholders.
  7. The next step is to Preview your letter.
  8. In the Complete Merge area, select your preference - Merge to new document or Merge to the printer. If you choose new document, your original pre-merged document is still open behind the merged document.

With Microsoft Word for Windows

  1. Launch Microsoft Word.
  2. On the Mailings tab, select Start Mail Merge > select the type of merge you would like to do.
  3. To select your data source (the information that changes) click Select Recipients and choose the source of your data.
  4. Compose your document. Add fields from your data source by using the Insert Merge Field option.
  5. After inserting your merge fields, the next step is to Preview your letter. Select Preview Results.
  6. The Preview allows you to page through each record, if you need to go back to the original document and make changes - click the Preview Results again.
  7. After previewing your merge, click Finish & Merge, select your preferred option. If you choose to view the document - a new document is created after the merge is complete.
  8. Now you have the option to print your document or save it.
  9. You can also save the pre-merged document. Saving this document allows you to open and use the document with a new data set in the future.

Helpful hints

Numbers not printing correctly? (Word for Windows)
Occasionally in a merge you have problems with the formatting of numbers from your data set. If you want Word to use the same formatting that your Excel dataset is using -
Wordmergedataexcel.jpg
  1. From the File Menu in Word > Options > Advanced.
  2. In the General section click the Confirm file format conversion on open box. Click OK.
  3. When opening the data set, at the Confirm Data Source window - check the Show All box, and select Excel Files via ODBC (*.xls, xlsx, slsm, slsb). This will tell Word to use the Excel number formatting.
Saving a merge to use again
If you want to save your merged document to use again, perhaps with a different data set - Save your document before the Preview records stage.
Practice data set
Here is a practice data set for trying a mail merge in Word. Data Set
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