Creating a mail merge manually in Microsoft Word 2019

Follow these steps to learn how to create a mail merge manually:

  1. Open a new blank document in Word 2019.
  2. Click on the Mailings tab on theribbon.
  3. We will be creating labels in this example. Choose the Start Mail Merge icon and select Labels….
  4. The dialog box will offer many options that you can use to customizelabels. You can choose different Labelvendors, such as Avery or Microsoft, as well as the most popularonline vendors. You are also able to customize any selected label byvisiting the Details… icon at thebottom of the dialog box.
  5. Select the Label type andcustomize it, if necessary.
  6. Click on the OK button whencomplete.
  7. The label guidelines will appear on the new document.
  8. The next step is to format the first label, thus creating the labeltemplate.
  9. Format the first label only by adding any logos, text, and shapesthat need to appear on every label. You can customize this as you wishbut for this example, we are going to add a company logo.
  10. Click into the first label and choose Insert from the ribbon.
  1. Click on Pictures,select SafestSolutionsLogo.png, and click on Insert:
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  1. Resize the picture so that it fits into the first label, leavingenough space for the customer details.
  2. Now, we are ready to insert our recipients (customer details).
  3. Click on the Mailings tab onceagain and choose Select Recipientsfrom the Start Mail Merge group.
  4. Since we already have a recipient address list typed up in Excel2019, we will use the customer information for our labels. You willnotice, however, that there are three options:
  • Type a New List…: Thiswill open a datasheet that constructs an entirely new set of data forthe labels.
  • Use an Existing List…:This will allow you to open an already constructed data source from alocation on your computer.
  • Choose from OutlookContacts…: This will allow you access toyour Outlook 2019 contacts so that you can use them as themail merge recipient list.
  1. Browse to find the data source on your computer (please use theExcel file called CustomerData.xlsx if you are following thisexample).
  2. Open the file. The Select Table dialog box will open. Youwill need to select the worksheet that contains your data– there could be many tables (sheets) within an Excelworkbook.
  1. Select the Customers table and click the OK button to continue.
  2. Notice the change in the label document. The ribbon has more optionsavailable and the <<Next Record>> field appearson each label. The recipient list is now a part of the document and thefields can be inserted into the document.
  3. Position the cursor where you would like the first merge field (onthe first label) to appear.
  4. From the Write & Insert Fieldsgroup, select Insert Merge Field. Thelist of field names from the data source will appear:
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  1. Click on the Name field name toinsert the merged field onto the first label, press thespacebar on the keyboard, and then return to the Insert Merge Field drop-down list and selectSurname.
  2. Press Enter to move to the next line.
  3. Continue adding the following fields to the label, with each on anew line: Company, Address, Country1.
  4. Add a comma after Country1 andthen add the merge field called Country2. 
  1. The first label looks great, but we will need to update thisinformation for every label so that the customer data will update witheach label when we complete the merge:
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  1. Click on the Update Labels icon on the Write & Insert Fields group.
  2. The labels are updated with the merge fields. Don’t worry if therest of the labels look a bit out of line compared to the first label;this is due to the <<Next Record>> field beinginserted and will correct itself when we merge the data.
  3. Note: Before you print or merge the information, itis a good idea to preview the results first so that any mistakes can becorrected before labels are wasted during printing.
  4. Click on the Preview Results iconon the Mailings tab.
  5. The labels will be updated and the fields on all labels will finallybe lined up!
  6. Before the merge is completed, you can set the Check for Errors option. Bydefault, the middle option is set in this dialog box and will stop ateach point in the merge to prompt you if an error is occurring (anexample of an error would be that a merge field is not recognized).
  7. If you are not comfortable just moving on, choose Simulate the merge and report errors in a newdocument first so that you can fix whatever is causing a problembefore you continue with the actual merge. If you click on the OK button to continue at this point, thecheck will happen and your results will be sent to a new Word document.We will skip this step for this example.
  1. Click on the Finish & Mergeicon from the Finish group to completethe last step.
  2. There are three options to choose: EditIndividual Documents… to merge the data to a new document,Print Documents… to send thecompleted merge directly to the printer without making any changes,and Send Email Messages… tobe able to use the email merge field addresses to send emails.
It is never a good idea to print documents directly to the printerwithout seeing if the merge was successful first.
  1. For this example, we will choose EditIndividual Documents….
  2. A new document will open containing the result of the merge.
  3. Now, we can choose to print using the File | Print option on the Backstageview.
  4. Remember to save the original merge document containing the datasource as this is an important document. The resulting document can beclosed once it’s been printed.

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