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Key Skills
Information Technology

Mail-Merge Guidance

Write a template letter in Word, leaving out the words that you want to come from your mail-merge eg the name of the person the letter is addressed to.
Create a table of data either in a separate Word document, in Excel or in Access, with suitable field headings. An example has been created for you in Excel and is in the shared file area called Mail merge data or can be downloaded by right clicking on this link: mail merge data.xls
To set up the mail-merge, in Word:

On the Tools menu, click Mail Merge.
Click Create, click Form Letters, and then choose Active Window.
The active document becomes the mail-merge main document.
Click Get Data.
To use an existing list of names and addresses, click Open Data Source.
You will need to choose the correct file type – the sample data is an Excel file.
After you designate the data source and Word displays a message, click Edit Main Document…
Click where you want to insert a name, address, or other information that changes in each letter. On the Mail Merge toolbar, click Insert Merge Field, and then click the field name that you want.
Click Merge.