How to Use a Data Source for a Word Mail Merge

Word Mail Merge Print Individual Documents

The mail merge feature of Microsoft Word helps you create auto-personalized letters, emails and mailing labels by combining your word documents with a data source. A data source is a file that contains personal information about your recipients. This could be a Microsoft Access database or an Excel spreadsheet.



Using a data source for a word mail merge is the best way to ensure that each letter, email or mailing label you send feels personalized and includes your recipient’s name and address. The best part is that this process is easy!


How to Use a Data Source for a Word Mail Merge

The first step is to open an Excel spreadsheet. The spreadsheet should contain the list of names, addresses and other personal details you want to include in your mail merge.


Once your spreadsheet is open, click the EDIT RECIPIENTS LIST button on the Mailings tab. This opens the Mail Merge Recipients dialog box, which lets you refine your list to include only those who are likely to receive your letter.


You can also filter out a specific record, find duplicates or only include the records you want in your merge. You can even sort your contacts by a particular field, such as zip code or last name.


Once you have the list refined, you can choose which ones you want to merge into your final letter or email message. Word will then automatically merge and print the resulting individual documents, creating one document per recipient.

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