Creating a mail merge using the wizard in Microsoft Word 2019

We will use the mail merge wizard to combine an existing Word 2019document with merge fields from an existing Excel 2019 worksheet toproduce invoice letters for our customer base. Follow these steps to doso:

  1. When using the Mail Merge Wizard,start from New | Blank Document oropen an existing document.
  2. For this example, we will use an existing documentcalled SafestInvoice.docx. This document can be opened priorto starting the merge or as the first step of the mail mergewizard.
  3. Click on the Mailings tab on theribbon.
  4. Click on the Start Mail Merge iconto access the drop-down menu.
  1. Choose the Step-by-Step Mail MergeWizard option at the bottom ofthe drop-down list:
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  1. Note that the Mail Merge pane hasopened up on the right-hand side of the Word environment andshows Step 2 of 6 at the bottom of the pane due to the factthat we have already opened an existing document to use in the mailmerge.
  2. At this stage, you can open a letter you would like to use for amail merge or type a letter on a new, blank Word document. Since theletter is a mail merge letter, we will make sure to leave spaces for thefields that we would like to insert from our address list at a laterstage. The only information on the letter should be general informationthat’s not specific to a person, place, or thing. We will add mergefields to populate specific information for each individualcustomer.
  3. For information purposes, Step 1 of 6 is to select adocument type to create. Letters are the default document type. Pleasenote, though, that other document types are available, such as emailmessages, envelopes, labels, directories, and so on. For this example,we have already moved to Step 2 of 6 due to already having anexisting document open.
  4. Make sure that Step 2 of 6 displays Use the Current Document.
  5. At the bottom of the pane, click on Next:Select Recipients.
  6. The task pane reflects Step 3 of 6, which allows you tochoose the data you wish to merge with the Letter (data could be a contact list typedin Excel, Outlook, Access, or a Word table). You should also be able totype your own list if you have not created a list yet orselected one from your Outlook contacts list. For this example, we willuse an already created Excel data file calledCustomerData.xlsx.
  1. Click on Use an Existinglist.
  2. Select the Browse… icon tolocate the CustomerData.xlsx data source on yourcomputer.
  3. Click on CustomerData.xlsx and then choose Open at the bottom of the dialog box.
  4. Select the worksheet you wish to use in the mail merge:
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  1. The mail merge recipients list will be displayed in a dialog boxwhere you can edit, sort, filter, or include/exclude merge fieldrecipients from the data source.
  2. Click on the OK command whenyou’re done.
  3. The recipient list will be visible on the Use an existing list heading in the MailMerge pane. Here, you can change to another list or edit thecurrent recipient list.
  4. Click on Next: Write yourletter.
  5. The task pane reflects Step 4 of 6, which allows us towrite the letter and insert the merge fields. Since we already have ourstandard invoice, we can start inserting merge fields into ourdocument.
  6. Click in the document next to the word Invoice #. Click on the More Items… option to select the field namesfrom your data source so that you can enter them in the Word document atthe relevant positions. Choose the InvNo field from the dialog box provided andclick on Insert.
  1. Repeat this process until all the field names have been insertedinto the document:
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The preceding screenshot displays the fields that were inserted inthe first part of the document, while the following screenshot shows thefields at the bottom of the document, for reference:

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  1. Click Next: Preview to previewyour letters on the task pane, which will take you to Step 5 of6. This view gives you an indication of how the document will lookonce it’s complete and give you a chance to see if the merged fields arecorrect and spaced properly.
  1. If any errors present themselves, return to the previous step byclicking on the Previous: icon at thebottom of the task pane, make the change, and then move on.
  2. To exclude a recipient from the final merge result, locate theperson you no longer wish to send a letter to using the back or forwardrecipient arrows, and click on the Exclude thisrecipient button.
  3. Click Next: Complete themerge to move to the last step.
  4. Step 6 offers two options: one to print directly to theprinter and another to edit the letters before printing. Choose Edit individual letters… to check that youhave all your letters in order before sending hordes of incorrectinformation to the printer and wasting paper.
  5. In the Merge to New Documentdialog box, click OK to send allrecords to the new document.
  6. A new document will open, in this case, Letters6.docx,containing all the merged information as unique separate letterspositioned one after the other.
  7. Print the letters and close the document (you don’t need tosave).
  8. The document you need to save is the Word document with the mergedfields in it (the document that you created all the mail merge stepsin).
  9. A mail merge document is very useful as you could use the sameinformation to prepare and merge envelopes or labels.
  10. To print the document, click on the File tab to access the Backstage view. Clickon the Print option. Adjust anysettings/properties and then click on the Print icon.

Next, we’ll look at constructing forms.

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