Mail Merge in Microsoft Office Word 2016

Open Office Word document .

Go to Mailings tab and select the Start Mail Merge dropdown.

Click Start Mail Merge and select the type of document you had like to create.

For example, you can select letters, envelopes, labels, directory.

Selecting Recipients for Mail Merge Letters

Select from the list.

• • Type a New List
  • Use an Existing List
  • Choose from Outlook Contacts

For Type a New List

Enter the details in fields as numbers of you want.

You can use the Tab key to move between fields. Each set of fields is referred to as an entry. To add additional recipients, click the New Entry button. To delete an entry, select it and click Delete Entry. Click Yes to confirm the deletion.

For Use an Existing List

You can browse the document in which you mentioned the email ID’s. Example – Excel.

For Choose from Outlook Contacts

In this section you can select the recipients from Address book.

In this scenario, we select the Use an Existing List.

• 1. Choose Select Recipients > Use an Existing List.

• 1. Browse to your Excel spreadsheet, and then choose Open.
  2. If Word prompts you, choose Sheet1$ > OK.

Edit your mailing list

You can limit who receives your mail.

• 1. Choose Edit Recipient List.

• 1. In the Mail Merge Recipients dialog box, clear the check box next to the name of any person who you don’t want to receive your mailing.

Insert a merge field

You can insert one or more mail merge fields that pull the information from your spreadsheet into your document.

To insert an address block for an envelope, a label, an email message, or a letter

• 1. On the Mailings tab, in the Write & Insert Fields group, choose Address Block.

• 1. In the Insert Address Block dialog box, choose a format for the recipient’s name as it will appear on the envelope.

• 1. Choose OK.

To insert a greeting line in an email message or a letter

• 1. On the Mailings tab, in the Write & Insert Fields group, choose Greeting Line.

• 1. In the Insert Greeting Line dialog box, do the following:

• 1. Choose OK.
  2. Choose File > Save.

To insert data from your spreadsheet in an email message or a letter

• 1. On the Mailings tab, in the Write & Insert Fields group, choose Insert Merge Field.
  2. In the Insert Merge Field dialog box, under Fields, choose a field name (column name in your spreadsheet), and then choose Insert.
  3. Repeat step 2 as needed, and choose Close when done.
  4. Choose File > Save.

To insert a Merge Field in an email message or a letter

• 1. In the Insert Greeting Line dialog box, do the following:

• • Under Merge Field format, select the name.

Example :

Preview and finish the mail merge

After you insert the merge fields you want, preview the results to confirm that the content is okay. and then you’re ready to complete the merge process.

• 1. On the Mailings tab, choose Preview Results.

• 1. Choose the Next

record button to move through records in your data source and view how the records will appear in the document.

• 1. In the Finish group, choose Finish & Merge, and choose Print Documents or Send E-mail Messages.

Save your mail merge

When you save the mail merge document, it stays connected to your data source. You can reuse the mail merge document for your next bulk mailing.

• • Open the mail merge document and choose Yes when Word prompts you to keep the connection.

For Send Email Messages

Select the options and enter following details like To , Subject Line and Mail format.

At once you enter OK, Mail will be sent to select recipient .