Computer and Software Support


Creating a mail merge form

This is how to create a form in word to use in a merge. This page will use an existing database called tnaddress.xls but create a new word document to use in the merge

  1. Open Word
  2. Click on Tools
  3. Click on Letters and Mailings
  4. Click Mail Merge
  5. Make sure Letters
  6. Click Next: Starting Document
  7. Make sure Use the Current Document is selected
  8. Click Next: Select recipients
  9. Place the dot in Use an existing list
  10. Click on Browse
  11. Go to the drive that has the file (the drive letter may be different on your system)
  12. Highlight tnaddress.xls
  13. Click on Open
  14. Highlight Sheet1$
  15. Click on OK
  16. Click on Select All
  17. Click on OK
  18. Click Next: Write your letter
  19. Select the options you want in your form letter such as
    1. Address block
      1. Specify address elements
        1. Insert recipient’s name in this format
          1. Gives you different options to choose from
        2. Insert company name
        3. Insert postal address
          1. Never include the country/region in the address
          2. Always include the country/region in the address
          3. Only include the country/region if different than
            1. Gives list of countries to choose from
          4. Format address according to the destination country/region
          5. Gives you a preview of how it looks
        4. Match fields lets you match the fields of the doc form with the fields in the database
        5. Then click on OK

    1. Greeting line

1.       Greeting line format:

2.      Lets you designate how it will appear

3.      Greeting line for invalid recipient names:

4.      Lets you designate how it will appear

5.      Gives you a preview of how it will look

                                                           ii.      Match fields lets you match the fields of the doc

                                                         iii.      Then click on OK

    1. Electronic postage (feature has to be installed to use it)

    2. Postal bar code

                                                              i.      Select the appropriate address fields below and click OK to insert a bar code at the insertion point

1.       Merge filed with Zip code:

a.      Chose the selection

2.      Merge Field with street address

a.      Choose the selection

                                                           ii.      Click on OK

    1. More items

                                                              i.      You can insert

1.       Address Fields

2.      Database Fields

                                                           ii.      The fields you can choose are

1.       The fields that is listed in the database

                                                         iii.      Match fields lets you match the fields of the doc

                                                          iv.      Click on Insert

  1. Click Next: Preview your letters
  2. Use the left and right arrows to preview each merge.
  3. Use Edit recipient list for any changes you want to make
  4. Click Next: Complete the merge.

Now you can print the letters, save the letters or edit individual letters.