Think about this scenario: You’ve been assigned the task to send out personalized emails to hundreds of customers. The thought of writing each email individually is overwhelming. Fortunately, there’s a feature offered by MS Word that can make this task a whole lot more manageable. It’s called Mail Merge.
What is Mail Merge?
Mail Merge is a powerful tool integrated into Microsoft Word that allows you to create multiple documents at once, which are personalized for each recipient. It can be used to create letters, labels, envelopes, emails, and directories. In this blog post, we’ll guide you on how to create a mail merge in MS Word.
The Step-by-Step Guide for Mail Merge in Word
Step 1: Start a New Mail Merge Document
Open Microsoft Word and click on the Mailings tab, then click on Start Mail Merge, followed by Letters.
Step 2: Select the Recipients List
Now you need to set up your mailing list. Click on Select Recipients in the Mailings tab, then choose Use an Existing List. Here, you can choose your recipient list file (Excel or CSV files are commonly used).
Step 3: Insert Merge Fields
Now it’s time to write your letter. Anywhere that you want to personalize with information from your spreadsheet, you will use a merge field. To add a merge field, click on Insert Merge Field and pick the field you want to insert.
Step 4: Preview and Complete the Merge
Once you’ve added all the merge fields, you can preview your letters. Click on Preview Results. This will show you how the merged letters will look. If everything is as you want it to be, click on Finish & Merge and then select Edit Individual Documents.
Mailings tab > Start Mail Merge > Letters > Select Recipients > Use an Existing List > Insert Merge Field > Preview Results > Finish & Merge > Edit Individual Documents
The Mail Merge process in MS Word might seem complicated at first, but once you familiarize yourself with it, you’ll find it an invaluable tool for a whole host of tasks. So, next time you need to create personalized documents, save yourself some time by using the Mail Merge feature.
