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Stationery PaperHow to: Mail Merger on Microsoft Word (Video Walk-Through)
- Jan 24, 2019
How to: Mail Merger on Microsoft Word (Video Walk-Through)
If you're looking to do any type of mailing, Mail Merging is a must. This function allows you to use information from an external file and put it into designated places on your design (This is much faster than manually entering in this information). So whether you have a few people or a large amount, this tool is great!
Key Information: Our example uses Microsoft Word 2010 and address labels.
Regardless - this functionality is present in all versions of Microsoft Word and is accomplished in a very similar manner.
Step 1 - Preparing the Mail Merge
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Download, Save, and Open Your Template
- If you get a message in a yellow bar about “Protected View”, simply click the “Enable Editing” button.
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Open Microsoft Excel
- Before we can get started on Mail Merging, we need to export the mailing list to a comma-separated file (.csv).
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Create Standard Mailing Columns (In Excel)
- Columns go left to right / Rows go up and down
- Here are the columns we will use in this example.
First Name
Last Name
Address Line 1
Address Line 2
City
State
Zip
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Fill in the Mailing Data
- If you have the data in another file, simply copy & paste it to the appropriate columns in your Excel File.
- After Data is Filled In - Save the File as a Comma-Separated File (.csv) (Steps to Do So Below)
- File > Save As.
- Click that dropdown and select the type named (CSV Comma Delimited).
- A dialog will pop up. You will see a space where you can type in the name of the file. Under that is a drop down to change the “Save as Type”.
- When finished, Click Save.
- There may be some extra dialogs that pop up afterward- Simply click OK or Yes to those.
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Exit Excel.
- If it asks you to Save the file, you can click Don’t Save (this is a quirky feature that occurs with CSV files in Excel).
Step 2 - Creating the Mail Merge
- Open the Microsoft Word Template.
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Click the on Mailings Tab
- Located at Top of Document
- Select Start Mail Merge > Letters
- Click Select Recipients > Use Existing List
- Locate & Open the CSV Version of Your Mailing List
-
Click on Insert Merge Field
- You will see your column headings appear.
- Click on a Column that Corresponds with Your Information
- Place the Merge Fields & Format the Document to Display it Correctly
- Click Preview Results to See How the Data Looks
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Copy/Paste Information to the Next Label.
- The Data will be the same in both labels - We need to tell Microsoft word to move to the next record.
- To do this, Click Somewhere Before the Next Label Text Appears
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Go to Rules > Next Record.
- You can click Preview Results to verify that it worked properly.
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Copy & paste the second label text into the rest of your labels on the page.
- This tells the program to move to the next record for each individual label.
- If you are not making labels, just paste this information wherever you want your next record information to appear
Step 3 - Exporting the Remaining Data
I understand that the list looks a little daunting, but I promise it will save you time. Just go over each step, and you'll have your mailing list created and ready to print in no time!
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