Microsoft mail merge help word 2007

Mail Merge allows you to set up mailing labels that use the same format with information from a variety of records. Using data from a table or external database, you can print one label with different information for each record in the database or table. The following instructions describe how to merge a pre-existing database's values into address labels with the Mail Merge Wizard. Begin the process of creating mail merge labels by setting up your starting document.

When creating labels, you have many options. You can choose the label size, text font, positioning of the information, etc.

For example, a form letter might be personalized to address each recipient by name. A data source, like a list, spreadsheet, or database, is associated with the document.

Placeholders--called merge fields--tell Word where in the document to include information from the data source. You work on the main document in Word, inserting merge fields for the personalized content you want to include.

When the mail merge is complete, the merge document will generate a personalized version of itself for each name in the data source. Your first step in setting up a mail merge is to pick the source of data you'll use for the personalized information. Excel spreadsheets and Outlook contact lists are the most common data sources, but any database that you can connect to Word will work.

If you don't yet have a data source, you can even type it up in Word, as part of the mail merge process. For details about data sources, see Data sources you can use for a mail merge. Mail merge using an Excel spreadsheet. Use Outlook contacts as a data source for a mail merge.

Word provides tools for incorporating your data into the following kinds of documents. Follow the links for details about each type:. Letters that include a personalized greeting. Each letter prints on a separate sheet of paper. Create and print a batch of personalized letters. Email where each recipient's address is the only address on the To line. You'll be sending the email directly from Word. Create and send email messages. Envelopes or Labels where names and addresses come from your data source.

Create and print a batch of envelopes for mailing. Create and print sheets of mailing labels. For example, insert the City merge field to have Word insert a city name, such as "Paris," that is stored in the City data field. Merge data from the data source in the main document to create a new, merged document.

Merged document: This is the resulting document that you receive when you merge your mail-merge main document with your address list. The resulting document can be the printed result or a new Word document that contains the merge results. Word makes mail merge easy by using a wizard that guides you through all the steps. If you prefer to work outside the wizard, you can use the Mail Merge toolbar. Either way, the result is that each row or record in the data source produces an individual form letter, mailing label, envelope, or directory item.

You can also use mail merge to create any type of document that maps fields to data, not just mailings or directories. For example, if your videotape collection is listed in a spreadsheet, you can use the Labels option to create videotape labels. Q1: Can a mail merge be performed the same way that it was in earlier versions of Microsoft Word?

A1: Mail merge has the same functionality as earlier versions of Word. Use one of the following methods to use mail merge in Word:. Use the Mail Merge toolbar. Note The options on the Mail Merge toolbar offer similar functions as the earlier versions of Word. Use the Mail Merge Helper. To make it easy to use, add the Mail Merge Helper command to the Letters and Mailings submenu of the Tools menu in Word , follow these steps:.

In the Categories list, click All Commands. In the Commands list, click Mail Merge Helper. Note When you rest the pointer over the Letters and Mailings submenu, you will see a horizontal black bar.

This bar indicates the location where the command will appear on the Tools menu when you release the mouse button. In the Customize dialog box, click Close. Q2: Can you move the insertion point while you are inserting merge fields? A2: When the Insert Merge Field dialog box is open, you cannot move the insertion point in your mail merge main document. To move your insertion point, close the Insert Merge Field dialog box, and then move the insertion point.

To insert another merge field in a different location in your mail merge main document, click Insert Merge Fields on the Mail Merge toolbar. To work around this behavior and use the functionality that is similar to earlier versions of Word, add the Insert Merge Field button to the Mail Merge toolbar.

For more information about how to move the insertion point, click the following article number to view the article in the Microsoft Knowledge Base:. Can this be changed? A3: Unfortunately, the behavior of the Select Data Source dialog box cannot be changed. It will always default to the My Data Sources folder. However, you can create a shortcut or use other methods in the My Data Sources dialog box to obtain quick access to your mail merge address lists. For more information on how to obtain quick access to your mail merge address lists, click the following article number to view the article in the Microsoft Knowledge Base:.

A4: Use the mail merge feature if you want to send the same letter to multiple recipients. For more information on how to mail merge to form letters, click the following article number to view the article in the Microsoft Knowledge Base:.

A5: You would want to use the mail merge feature if you are sending the same e-mail message to multiple recipients by using a mail program. For more information on how to mail merge to multiple e-mail recipients, click the following article number to view the article in the Microsoft Knowledge Base:. A6: No. You can only type text in the Subject box of an e-mail message. Note Microsoft Publisher or Publisher provides support for this.

Q7: How do you perform a mail merge to envelopes? A7: You would want to use the mail merge feature if you are sending a mass mailing to multiple recipients, and you want a personal look for each envelope.