This article explains how to use the Mail Merge feature in Microsoft Word to create and to print form letters by using data from a Microsoft Excel worksheet. When you use the Word Mail Merge feature, Word merges a main document with a recipient list to generate a set of output documents:. The main document contains sony movie studio 13 platinum 10 free basic text that is the same in all of the output documents.

It may contain a microsoft word 2016 mail merge add last name field free, text, and instructions in merge fields for inserting text such as recipient names and addresses that vary from one output document to another.

The recipient list microsoft word 2016 mail merge add last name field free a database that contains the data that is to be merged into the output documents. For example, the recipient list is a Microsoft Access database file or an Excel worksheet. This database is typically a list of names, addresses, phone numbers, and other categories of personal information.

The output documents are the result of the mail merge. The text in an output document can be the same in all output documents, but you can apply formatting to specific documents. Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well structured for this purpose. Note the following requirements for the data table:. Each row should provide information about a particular item. For example, in a mailing list, each row might include information about a particular recipient.

Create your Excel data file, and then arrange it by using the fields that you want to use for your letter, microsoft word 2016 mail merge add last name field free shown in the following sample data file. After you create your Excel data microsoft word 2016 mail merge add last name field free, save it, and then close the data file. For more information по этой ссылке how to create a mail-merge address list, click the following article number to view the article in the Microsoft Knowledge Base:.

Under Страница document typeclick Letters. The active document becomes the main document.

The main document contains the text and graphics that are the same for each version of the merged document. For example, the return address and the salutation in a form letter are the same for each version. Start with the document that is currently shown in the document window. To do this, click Use the current document. You can then either type the letter in the document window or wait until the wizard prompts you to do so in microsoft word 2016 mail merge add last name field free later step.

In the Start from existing box, select the document that you want, and then microsoft word 2016 mail merge add last name field free Open. If you do not see the document, click More filesand then click Open. In the Open dialog box, locate the document that you want, and then click Open.

Under Select recipientsclick Use an existing list. In the Select Data Source dialog box, locate and then click the Microsoft word 2016 mail merge add last name field free worksheet that you want to use.

By default, Word microsoft word 2016 mail merge add last name field free the “My Data Sources” folder. If your Excel worksheet contains information about multiple tabs, select the tab that contains the information that you want, and then click OK. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you can refine the list of recipients to include in the merge.

In the Mail Merge Recipients dialog box, select the recipients that you want to include. To do this, use one of the following methods:. Use the check boxes to designate recipients. This method is most useful if the list is short. Click to select the check boxes next to the recipients that you читать статью to include, and then click to clear the check boxes next to the recipients that you want to exclude.

Note If you know that you want to include most of the list in your merge, click Select All, and then click to clear particular records. Similarly, if you want to include only a few records in the list, click Clear All, and then select the records that you want. Sort items in the list. This method is useful if you want to see items in alphabetical or numeric order. Click the column heading of the element by which you want to sort.

For example, if you want microsoft word 2016 mail merge add last name field free display the list alphabetically by last name, click the Last Name column heading. Filter items in the list. This method is useful if the list contains records that you know you do not want to see or include in the merge. After you have filtered the list, you can use the check boxes to include and exclude records, as described earlier.

To filter the list, follow these steps:. Nonblanks : This option displays all the records in which the corresponding field contains information. If the data source contains records that share the same information, and if продолжить чтение are 10 or fewer unique values in the column, you can filter by specific information. For example, if there are multiple addresses that list Australia as the country, you can filter by Australia.

The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. For advanced sorting and filtering, click the arrow next to any column name, and then click Advanced. Use the Filter Records and Sort Records tabs to set up the sorting or filtering query that you want. If you have installed address validation software, click Validate in the Mail Merge Recipients dialog box to validate your recipients’ addresses.

Word uses the recipients that you designated for the merge. If you have not already done this, type the text that you want to appear in every form letter in the main document.

Insert merge fields where you want to merge names, addresses, and other information from the data source.

To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block.

Click the arrow next to not availableand then select the field from your data source that corresponds to the field required for the mail merge. Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text windows 10 enterprise product key 64 bit 2015 free download you want to appear in the cases in which Word cannot interpret the recipient’s name.

For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line.

Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source’s fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database.

If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with http://replace.me/14276.txt same name, Word cannot insert that field information into the merged document.

Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Windows 10 dvd amazon free download prompts you to install one, and offers to connect to the following Microsoft Office Web site:.

To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields. You cannot type merge field characters ” ” or insert them by using the Symbol command on the Insert menu.

This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu. For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the нажмите сюда. Sincerely, Type your name here.

Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, windows server 2016 datacenter build free can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process.

For example, you can insert an IF field that inserts text only if a particular microsoft word 2016 mail merge add last name field free field has a specified value. Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document. Do not format the data in the data source, because its formatting is not retained when you merge the data into the document.

To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want. In Wordclick the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur.

Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding.

To do this, follow these steps:. When the wizard displays the “Step 5 Mail Merge” task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list. Therefore, microsoft word 2016 mail merge add last name field free can see how your first output document will look.

Word Mail Merge

 
To use Mail Merge: Open an existing Word document, or create a new one. From the Mailings tab, click the Start Mail Merge command and select Step-by-Step Mail Merge Wizard from the drop-down menu. The Mail Merge pane will appear and guide you through the six main steps to complete a merge. The following example demonstrates how to create a form. Note: For detailed information about inserting and editing field codes, using switches, setting and changing properties, displaying results vs. field codes, locking fields, and other common tasks, see Insert, edit, and view fields in Word. Click the Start Mail Merge button. Add individual merge fields. Click or tap where you want the merge field. Choose the down-arrow under Insert Merge Field, and select a field. If you don’t see your field name in the list, choose Insert Merge Field. Choose Database Fields to see the list of fields that are in your data source. Choose Insert.

Microsoft word 2016 mail merge add last name field free.List of field codes in Word

To include data like phone numbers or email addresses, you insert those merge fields specifically. Choose Database Fields to see the list of fields that are in your data source. You might want your message to differ, depending on data in certain fields of your data source. For example, invoices could include the words “Past Due” for customers where the value of the Due Date field is a date in the past. This level of sophistication depends on setting up rules and field codes.

For more information about how you can use mail merge rules, see Set the rules for a mail merge. On the Mailings tab, choose Rules , and select the kind of rule you want to add. The Address Block and Greeting Line fields are collections of merge fields. Add individual merge fields To include data like phone numbers or email addresses, you insert those merge fields specifically.

Click or tap where you want the merge field. Choose the down-arrow under Insert Merge Field , and select a field. Need more help? Expand your skills. Get new features first.

Was this information helpful? Yes No. Thank you! If there’s an address you don’t want to use, you can uncheck it. After the main document is set and the recipient list is connected and edited, you are ready to insert the merge fields in the document.

The merge fields are placeholders in the document for unique information from the recipients list. When you put a merge field in the main document, information from that field will appear for the document that is unique to that recipient. Sometimes, it is helpful to see what the data will look like once it has been inserted into a document, instead of only viewing the merge field names.

You can easily preview how the mail merge will appear before finishing the mail merge. This is encouraged to make sure the results appear as you want them to.

You can also use the arrow buttons in the Preview Results group on the ribbon. Click the Find Recipient button in the Preview Results group or in the Mail Merge pane to search for a specific recipient. You can merge all the records in the list, only the currently displayed record, or specify a range. Word merges the main document and the information from the data source into a new Word document, or merges it and sends it to the printer, based on the option you chose.

Toggle navigation. Free Word Training. Mail Merge Definitions Starting Document Main Document A document that contains the information that is the same for each merged document.

The starting document contains the field names for the variable information, like the names and addresses that will be inserted. Data Source or Recipients List A file that contains the information to be inserted into the main document during a mail merge. For example, it has records containing the names and addresses of the people a mail merge letter is sent to. Excel spreadsheets, Access databases, or Word document tables are good examples of data sources. Field A data category that stores a specific piece of information.

Record A record is an entire set of data fields that relate to a single thing or person. Merge Field A merge field is where you want to insert the information from a data source into a main document.