Guide to Mail Merge in Word, merging Word text

Mail merging in Word is a convenient feature; however, not everyone is familiar with the process. In this article, Mytour will guide you on a simple and effective way to perform mail merging in Word.

The Mail Merge feature in Word helps users:
- Save time inserting data into fixed-content text templates.

Mail Merge in Microsoft Word

Firstly, you need the original Word file ready for data insertion.

* For Word 2007 - 2019
Step 1: Click on the Mailings tab, select Start Mail Merge, and then choose the Step by Step Mail Merge Wizard… function.

Step 2: Choose Letters and click Next.

Step 3: Select Use the current document, then press Next.

Step 4: Choose Type a new list to create a new list, then click Next.

Step 5: The dialog for creating list fields will appear. Click on the Customize Columns… button to remove, add, or edit the names of existing fields according to your preferences.

Step 6: Select the field you want to delete and click the Delete button to remove it (press Yes to confirm). Click Rename… to edit the field name as desired.

Step 7: After completing the field names, enter the corresponding data. Click New Entry to add a new row. Once finished, click OK to finish.

Step 8: Choose where to save the list file and give it a name, then click Save.

Step 9: Click OK.

Step 10: Click Next to proceed

Step 11: Position the cursor where you want to insert information and click More items…

Step 12: Choose the corresponding field, then click Insert. Repeat this step until you have inserted all fields in the list.

Step 13: Click Next to view the result

And here is the outcome:

* For Word 2003
Step 1: Open the Word file for mail merge, then go to Tools, select Letters and Mailings, and choose Mail Merge…

Step 2: In the Mail Merge pane that appears on the right side of the Word page, select Letters and click Next.

Step 3: Choose Use the current document and continue by clicking Next.

Step 4: Choose Utilize an existing list (use an existing list) and press Next. Alternatively, you can generate a new list by clicking on the Create a new list option.

Step 5: Pick the path to the Excel file you want to insert, click on the file, and then hit Open.

Step 6: Select the correct sheet containing the data and click OK.

Step 7: If you wish to insert all rows, choose Select All. For selective insertion, uncheck rows you want to exclude, then press OK.

Step 8: Continue pressing Next.

Step 9: Position the cursor where you want to insert data, then click on More Items…

Step 10: The Insert Merge Field window appears. Select the correct data field to insert and click Insert. Press Close to close the window.

Step 11: Repeat the above steps until you have inserted all the desired data fields. Then click Next to see the result.

Step 12: Press Next to complete the mail merge process.

Step 13: Click on Edit individual letters… to view the entire list after merging.

Step 14: Select All

Step 15: You can also save this list by pressing Ctrl + S, then choose where to save, enter a file name, and press Save to save.

In our latest article, we guided you on how to merge letters in Word 2003 - 2019. This enables you to effortlessly create numerous invitations, thank-you notes, and more, sent to multiple recipients with just a few clicks, saving you considerable time and effort. Additionally, explore related Word text tricks such as fixing text jumps in Word, inserting Clip Art in Word, and more, for effective operations on Word files.