Microsoft Office Tip: The Dreaded Mail Merge and the Helpful Wizard

Ah, the dreaded mail merge. OK, so maybe this one is not so much of a secret as some of the other tips and tricks in this series, but you have to admit there’s something mysterious about this tool. If you even know what mail merge is, you’re probably not sure if it’s an Outlook, Excel or Word function.

The truth is, a mail merge can encompass all of the above or just Microsoft Word. Outlook and Excel can provide your contact database or list data, and Word is where it all comes together.

You can use mail merge whenever you want to create a set of documents that are essentially the same but each contains unique elements. Whether you’re tasked with sending holiday cards or distributing 200 promotional letters announcing a new service or product, learning how to use the mail merge function can save you time (and frustration).

Using mail merge, you can create:

• A letter that announces a new product. Your company logo and the text about the product will appear in each letter, but the address and greeting line will be different in each letter.
• A set of labels or envelopes. The return address is the same on all the labels or envelopes, but the destination address is unique on each one.
• A set of form letters, e-mail messages or faxes. The basic content is the same in all the letters, messages or faxes, but each contains information that is specific to the individual recipient, such as name, address,  and job title.

You don’t want to create each letter, label or message individually, typing each name and address one at a time, do you? Of course not; that would take hours. Lucky for you, Word’s mail merge wizard makes the task fairly easy. Using mail merge, all you have to do is create one document that contains the information that is the same in each version. Then you just add some placeholders for the information that is unique to each version. Word takes care of the rest.

Key things to keep in mind before doing a mail merge:

1. Use templates or the wizard. You can use one of Word’s mail merge templates. If you start with a template, you can use the fields that are already in place when you merge your data. If you start from scratch, you can use the mail merge wizard to guide you through the process, step by step.
2. Begin with the end in mind. My boss reminds me of this Stephen Covey phrase whenever she sees my puzzled look indicating “I don’t know where to start.” Word gives you a range of choices for the type of merge document you want to create. Go to the “Mailings” tab and then click “Start Mail Merge” to see your choices. The first choice, “Letters,” is the most common, but you can also create labels, envelopes, email messages, and even a directory you can use for an employee roster, a product listing, a course catalog, or something else that fits your needs.
3. Know your data. Before you begin the mail merge process, look at the data and get an idea of the fields (e.g., First Name, Last Name, Product) you’re likely to use in the merge process. This will help you later when you create your letter.

How to do a mail merge (instructions for Microsoft Word 2007 & 2010):

• Step 1: Click on the “Mailings” tab at the top of the page.
• Step 2: Click on the “Start Mail Merge” option and then select “Step by Step Mail Merge Wizard…”.
• Step 3: Select the document type you want to complete the mail merge for (e.g., letters, email messages, envelopes, labels).
• Step 4: Click on “Next: Starting document”  in the bottom right corner of your screen. Select to use your current document, another document or to start a new template.
• Step 5: Click on the “Next: Select recipients.” Choose to use an existing list, select from Outlook contacts, or enter a new list (whichwill prompt you to type a new address list into various fields).
• Step 6: Then select “Next: Write your letter.” Type the message and add placeholders for the information that is unique to each version.
• Step 7: Click “Next: Preview your letters” to see your letters and edit your recipient list.
• Step 8: Click on the “Next: Complete the merge”. Now you can print or edit individual letters.
• Step 9: After you’re done making changes, go to the top menu bar, and select “Finish and Merge,” where you can choose to print the documents or send a mass email.

The mail merge process has traditionally been viewed as daunting and complicated. But once you master a few basics, you’ll discover that Word’s mail merge tools are straightforward and easy to use … with the help of a friendly wizard.