Mail Merge — Microsoft Word Training

Section 1

How Mail Merge Works

Mail Merge combines two things: a main document with fixed content and merge field placeholders, and a data source with variable information (names, addresses, etc.). Word reads each row of the data source and produces one merged document per record.

Component 1

Main Document

A Word template with fixed text and «merge fields» as placeholders

Component 2

Data Source

A table of recipients — Excel, Outlook contacts, Access, or a Word table

Result

Merged Documents

One personalized document per recipient — printed, emailed, or saved

Preview — same template, two recipients

With Fields

Recipient 1

Recipient 2

Dear «FirstName» «LastName»,

We are pleased to invite you to our upcoming training session scheduled for «Date» at «Venue».

Please confirm your attendance at your earliest convenience.

Best regards,
Ahmed Farouk · MCT

Section 2

Data Sources

The data source holds the variable information — one row per recipient, one column per field. Word can connect to several types of data sources.

Excel Spreadsheet

The most common source. Each column is a field, each row is a recipient. The first row must contain column headers.

Outlook Contacts

Connect directly to your Outlook contact list. Names, emails, and addresses pull in automatically.

Access Database

Connect to an Access table or query. Useful when the recipient list is managed by another application.

Word Table

A table created directly inside a Word document. The first row is treated as field headers. Covered in Section 5.

Example Excel data source structure

FirstName	LastName	Email	Date	Venue
Sara	Al Rashid	sara@company.qa	Monday 12 May	Doha Conference Center
Khalid	Mohammed	khalid@company.qa	Monday 12 May	Doha Conference Center
Noor	Hassan	noor@company.qa	Tuesday 13 May	West Bay Training Hall

Excel tips: Make sure your spreadsheet has no blank rows at the top, column headers are in row 1, and no merged cells. Save the file before connecting it to Word.

Section 3

Performing a Mail Merge — Step by Step

The easiest way is the Step-by-Step Mail Merge Wizard (Mailings → Start Mail Merge → Step-by-Step Mail Merge Wizard). It guides you through the process in a task pane on the right side. Experienced users go directly through the Mailings tab.

1

Start the merge and choose document type

Mailings → Start Mail Merge → choose Letters, Email Messages, Envelopes, or Labels. For a standard letter campaign, choose Letters.

2

Select recipients (connect to data source)

Mailings → Select Recipients → Use an Existing List (browse to your Excel file) or Choose from Outlook Contacts. Word reads the data and keeps the connection open.

3

Filter and sort the recipient list (optional)

Mailings → Edit Recipient List. Uncheck any rows to exclude them, or use Filter and Sort to narrow down who receives the document.

4

Write the main document and insert merge fields

Type your letter content. Where variable data goes, click Mailings → Insert Merge Field → choose the field name. The field appears as «FirstName» in the document.

5

Preview the results

Mailings → Preview Results. The merge fields are replaced by actual data from the first record. Use the arrow buttons to step through all recipients and check for errors.

6

Complete the merge

Mailings → Finish & Merge → choose:
• Edit Individual Documents — merges into a new Word file with all letters separated by page breaks. Review or edit before printing.
• Print Documents — sends directly to the printer.
• Send Email Messages — sends each letter as an email (requires Outlook).

Address Block & Greeting Line: These are two special compound fields on the Mailings tab. Address Block combines name and address fields into one standard block. Greeting Line generates "Dear Mr. Smith," automatically using the correct salutation format.

Section 4

Merging Envelopes & Labels

The same Mail Merge process works for envelopes and mailing labels — useful when you need to print addresses on physical envelopes or label sheets.

Type	How to start	Key setting
Envelopes	Mailings → Start Mail Merge → Envelopes	Choose envelope size (e.g. Size 10 = standard business envelope). Set delivery address and return address positions.
Labels	Mailings → Start Mail Merge → Labels	Choose the label vendor and product number (e.g. Avery 5160). Word formats the page into label cells automatically.
Single envelope (no merge)	Mailings → Envelopes	Type one delivery and return address. Print directly without a data source.
Single label sheet (no merge)	Mailings → Labels	Type label text. Choose to print a full page of the same label or just one label in a specific position.

Update all labels: After inserting merge fields in the first label cell, click Update Labels in the Mailings tab. Word copies the fields into every cell on the label sheet — you only have to set it up once.

Section 5

Creating a Data Source in Word

You do not always need an external file. Word can create and store a recipient list directly — useful for small, one-time mail merges when you don't have an Excel file ready.

1

Start a new list

Mailings → Select Recipients → Type a New List. Word opens the New Address List dialog.

2

Customize the columns

Click Customize Columns to add, remove, or rename fields. Delete any columns you don't need — only keep what you will actually use in the merge.

3

Enter your recipients

Fill in each row. Press Tab to move to the next field. Press Tab on the last field of a row to automatically create a new row.

4

Save the list

Click OK → Word saves the list as a .mdb file (Microsoft Access database format). Give it a clear name. The file is now linked to your mail merge document and can be reused later.

Edit later: To modify the list after saving, go to Mailings → Edit Recipient List → find and click your data source → click Edit to open the New Address List dialog again.

Section 6

Rules — Conditional Content

Rules let you include different text in the merged document based on data values — without creating multiple templates. Found in Mailings → Rules.

Rule	What it does
If…Then…Else	Shows different text depending on a field value. Example: if City = "Doha" show "local session", else show "remote session".
Merge Record #	Inserts the sequential number of the current record — useful for reference numbers or tracking.
Merge Sequence #	Inserts the number of records that have been merged so far in this run.
Skip Record If	Skips a record entirely if a condition is met — for example, skip anyone with a blank email address.
Fill-in	Prompts the user to type something during the merge — useful for content that changes each time but is not in the data source.