Creating a
New Mail Merge
Document
You can create
and save the
form letter in
Word first, or
type it as you
need it.
The process
below will show
you how to
create the
document on the
fly. The letter
is called the
main document
and your list of
contacts is
called the
data source.
Word's Mail
Merge feature
provides the
most frequently
used merge
fields, such as
First Name, Last
Name, Company,
Address 1,
State, and so
on. You can
choose from
address-related
fields or
database-related
fields,
depending on the
type of
information you
are merging.
- Go to
any Contacts
folder and
select the
contacts
individually
or by groups
that you
have created
in a filter.
- Click
the Tools
menu, and
then click
Mail Merge.
- Click
the New
Document
option (or
click the
Existing
Document
option,
click
Browse,
locate and
select the
document,
and then
click OK
- Click
OK.
Microsoft
Word opens,
displaying a
new or
existing
document
with the
Mail Merge
toolbar.
- In the
Word window
that
appears,
click the
Main
Document
Setup button
on the Mail
Merge
toolbar,
select the
document
type you
want, and
then click
OK.
- Click
the Mail
Merge
Recipients
button on
the Mail
Merge
toolbar,
select the
recipients
you want to
include, and
then click
OK.
- In the
document,
type the
contents of
the letter.
You can use
the
mail merge
wizard
to fill the
contents and
complete the
mail merge
or you can
manually
create the
contents and
merge the
file your
self by
following
steps 8-11
below.
- Click to
place the
insertion
point where
you want to
insert
fields, and
then click
the Insert
Merge Fields
button.
- Select
the Address
Fields
option or
the Database
Fields
option. The
database
fields will
include all
EurekaWare
contact
fields.
The address
fields will
only include
address
fields.
- Click a
field, and
then click
Insert.
Repeat to
insert
additional
merge
fields.
- Click
one of the
following
buttons:
Merge To New
Document,
Merge To
Printer,
Merge To
E-Mail, or
Merge To
Fax.
- In the
main
document
(not the new
merged
file), click
'Save as'
from the
File menu to
save the
file so you
can use it
for
future mail
merges.
You can
use
Word's
Mail
Merge
Wizard
to help
you with
the mail
merge
process.
This
wizard
is
optional
but for
some
people
it
simplifies
the
process
of
creating
a mail
merge
document.
-
In Word,
click the
Tools menu,
point to
Letters And
Mailings,
and then
click Mail
Merge to
start the
wizard.
-
Assuming you
start the
Mail Merge
Wizard after
an export
from
Outlook.
The Wizard
will begin
on Step 4:
Write your
Letter. The
first three
steps have
been
completed
for you
based on the
input you
provided in
the Merge
Contacts
dialog box
in bullet 4
above.
-
Click
Address
Block to
specify the
formatting
for an
address
block.
-
Click
Greeting
Line to
specify the
formatting
for the
salutation.
-
Select More
Items to
select any
contact
field. This
is the same
as clicking
Insert Merge
Fields in
bullet 8
above.
-
Enter any
content you
wish around
the fields
you have
added to
complete the
document.
-
Once you are
satisfied
with your
document,
click 'Next:
Preview Your
Letters'
from the
Word Mail
Merge task
pane. This
will take
you to step
5 where you
can preview
your letter
with the
real data
from the
contacts you
selected in
the mail
merge. If
you wish,
you may edit
the
recipients
list.
When you are
satisfied,
click 'Next:
Complete the
Merge'
-
In the final
step, you
will be
given in
opportunity
to edit
individual
records. If
you elect to
edit
individual
records,
Word will
merge your
data and
then open a
new window
with the
merge
records
allowing you
to edit
them.
If you elect
not to edit
the records
and just
print, Word
will merge
the records
and then
open the
print dialog
to allow you
to print the
merged file.
-
In the main
document
(not the new
merged
file), click
'Save as'
from the
File menu to
save the
file so you
can use it
for
future mail
merges.
For a complete
walk though of
the Mail Merge
capabilities, go
to the
Microsoft's Walk
Through of
Word's Mail
Merge Feature.
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