Buzz
Blending letters, merging text (Mail Merge) is an incredibly useful feature provided by Microsoft for users. You'll save a lot of time by applying the mail merge feature in Word at the right time, right place, and right context. When you need to send a fixed text template to multiple people, instead of writing or entering content for each page sent to each person, you just need to compose a fixed template along with a list of recipients and then use the Mail Merge feature in Word for success.
Guide to Mail Merge on Word
Mytour invites you to refer to the guide below to learn how to use this handy feature in Word.
Blending Letters in Word 2016
* Necessary Steps:
- Computer installed with Word 2016.
- You need to have a meeting invitation template and have prepared an Excel file as the meeting invitation list.
Step 1: Open the original document, which is a Word file, click on the Mailings tab ->Start Mail Merge -> choose Step-by-Step Mail Merge Wizard to open the steps for performing Mail Merge.
Step 2: Choose the type of Word document merge needed, for example, here it is used to write INVITATION LETTERS so you select Letters -> next, you select Next: Starting document.
Step 3: Here you select the starting document for merging letters. Since you have already opened the Word document to be merged from the beginning, you choose Use the current document -> next, select Next: Select recipients.
Step 4: At this step, you need to add a list of student names, parents' names, classes... for Word to automatically insert the information into the INVITATION LETTER. If you don't have one yet, select Type a new list to create a new one.
If you already have a list of information in an Excel file, choose Use an existing list -> next, select Browse to open the available file (here it's an Excel file) or you can choose Select a different list file if you've selected one before.
In the Select Data Source window -> select the list file -> then click Open.
Select the sheet containing the address list -> click OK.
In the Mail Merge Recipients dialog box, by default, all recipients are selected. If you don't want to send to someone, uncheck their name first, then press OK after you finish selecting.
Press Next: Write your letter to proceed to the next step.
Step 5: Here's what you do: place the cursor in the field where you want to insert information -> then select Mailings ->Insert Merge Field -> choose the appropriate information field.
For example, at the line 'Dear (Mr./Mrs.)', choose the Parent's Name field; at the line 'Parent of', choose the Student's Name field; at the line 'Grade', choose the Class field.
Alternatively, you can also directly select fields in the Mail Merge window on the right -> after adding them, select Next: Preview your letters to proceed to the preview step.
Step 6: To ensure information appears correctly in the letter's position -> click on the next and previous icons as shown below to preview each letter (each letter corresponds to one name, one address). After checking and editing the content accurately, select Next: Complete the merge.
If you want to print the letters, select Print and set up printing, otherwise close the Mail Merge window.
That's how you successfully Blend Letters in Word 2016. From now on, if you need to write invitations, announcements, send thank-you letters... to multiple recipients, just follow the mail merge process as we've instructed above for success. This helps you save time compared to manually writing each letter to each recipient.
Moreover, while using Word, you may encounter minor issues and need to find ways to address them, such as formatting errors in Word. To fix this issue, simply follow the instructions for Fixing Word Formatting Errors as previously guided by Mytour, and you'll be able to resolve it. Wishing you success!
Another handy trick commonly used by users when composing documents is repeating header rows of tables across pages in Word, which helps save more time compared to manually copying each header row. If you're not familiar, refer back to Mytour for more information.
