In Word, there is a mail merge feature that merges letters, emails, contracts, salary slips, and notices to compose bulk content with similar content without you having to enter it manually, saving time and operations. . The email merge feature is available on all versions of Word from Word 2007 to Word 2019. The article below will guide you how to use the mail merge feature in Word.
Instructions for using mail merge in Word
First of all, you need to prepare an Excel file with a complete list of names and a Word file of the invitation letter template, or the content to be merged.
Step 1:
At the Word interface, there is an application form that you click on Mailings section then click on the item Start Mail Merge shown below. Continue clicking on the item Step-by-Step Mail Merge Wizard.
Step 2:
In the interface displaying the steps, you first select the type of message we are composing, including:
- Letters: Invitation letter type.
- E-mail messages: Email.
- Envelopes: Envelopes.
- Labels: Mail by label.
- Directory: Mail by category.
Then you click on Next.
Step 3:
In this step, you will Select a letter template to merge textincluding:
- Use the current document: Use the currently opened message template.
- Start from a template: Use a letter template in Word.
- Start from existing document: Use existing or created letter templates saved in Word.
Click Next to move to the next step.
Step 4:
In this step we select data taken from the Excel file containing the list of names. Press Browse… to Select Excel file.
Now displays the interface in Word with Excel document sheets. Click on the sheet containing the data want to use then click OK to continue.
This time will Displays the full content of columns in the Excel fileyou check or uncheck the information in the interface. Click OK to continue. Then click Next to move to the next step.
Step 5:
In this step, you will have the option to write more or edit the information in the mail merge in case you have not finished writing the form. If the form is completely written, skip this step and click Next to continue.
Step 6:
In this step you Click on the location you want to insert content, then tap Insert Merge Field button Already Select the school you want to takefirst of all is the person's name.
This will display the field name, to always show the person's name then you look at the content column on the right side, Click on the arrow at Recipient to Change items in the list. Immediately displays the name of the person who wants to fill the list.
Next you Press down on other content below to fill in the information, we also click Insert Merge Field Already Select the field to fill in the contenthere is the position. Then the title name corresponding to the name above will be displayed as an Excel file. If you click on the arrow at Recipient, the content of the fields changes immediately.
At this point, you can immediately click to print the invitation and you're done.
Finally click Next to complete the mail merge process in Word.
Step 7:
After you have completed it, click on it Finish & Merge button then select Send Email Messages below.
Then you fill in the email content you want to send Click OK to proceed to open Outlook on your computer and send email via Outlook. In case of using Gmail, you must save it as a separate doc file and then email it.