How to Create Personalized Letters with Mail Merge in Word

In this article, we will discuss what Mail Merge is. We will also learn how to combine a letter and recipient list using the Mail Merge Wizard in MS Word. Follow following steps to apply Mail Merge:

1- Startup of Letter Design for Apply Mail Merge

Open Microsoft Word Application and Type your Letter or Message which you want to send to Others. Here is the Sample Interview Letter for Practice Mail Merge Concept:

Also Read: How to Apply Mail Merge in LIbre Office Writer

You can practice mail merge with this Assignment on any Version of MS Word. The versions include 2013, 2016, 2019, 2021, and 365.

You can Download this Letter in Docx File from here.

2- Create Recipient List

Follow Steps to create Recipient List for Apply Mail Merge in Ms Word |

1- Go To Mailings Tab then Click on “Start Mail Merge”,

2- Now Select “Step By Step Mail Merge Wizard” from Drop Down List,

3- After Click you can view a pane in right side of page in MS Word. Now Select “Letter” and Then Click on Next from bottom of this side wizard.

4- Now Select ” Use the Current Document” and Then Click on Next from bottom of this side wizard.

Also Read these Articles: Libre Office Writer Shortcut Keys | O Level Module 1 – Internet Tools and Basics Practice

5- Now You can see three options here for select Recipient List as follow:

• Use an Existing List: If your Recipient List is already ready, you can select your list by using this option. You can also select your excel file as a recipient list.
• Select from Outlook Contacts: you can parse the list of your Outlook Contacts as Recipient List here.
• Type New List: If your list does not exits then Select this Option and Click on Create Link.

6- You can see the Address List Pop up on the Screen. Now Click on Customize Button to Select or Create Fields for your Recipient List.

7- Now select the required fields. You can remove unnecessary fields using the delete button. You can also add another field if it does not exist in the list.

8- Following is the list of required fields for our Interview Letter, you can set your list fields as follows:

9- Now Press Ok Button to set the fields and type the details of your recipient’s one by one. For New Entry Press “New Entry Button”.

10- Now Click on Ok Button and Save this list with Any Name. (For Best Result Do not inset any Spaces while typing file name. you can use the file name as e.g., my-new-reciient-list

After saving the recipient file, a new pop-up will appear. It is shown in the image below. You could simply click on the Ok button to accept the list.

3- Placing the fields on Letter

1- After Successfully Saving Recipient List you can see the “Insert Merge Field” Option is highlighting.

2- Now select the fields where the text is in brackets. An example is <title> on a letter. Then paste the fields from the Insert Merge Fields option.

4- Merge List with Letter

Now Click on Finish and Merge Option then Select “Edit Individual Document” from Drop Down List.

After Click on Edit Individual Document a popup will show, Select All and Press OK Button.

Finally your Recipient List will Merge with Letter.