I am going to teach you in a very simple and clear way how to use the MailMerge feature in Microsoft Word.
What is Mail Merge?
Mail Merge is a feature in Microsoft Office that allows you to automatically generate several similar documents using a list of related data.
What this means is that, you could create several envelopes or letters using list of address stored in a spreadsheet. So if you have a list of 1000 employees and the same document needs to be sent to all of them, then the only thing that needs to be changing is the name and address. For this, you can create a single document and then use mail merge to generated the rest, each having a different address based on data in excel sheet.
Let’s demonstrate it, so you can follow the steps below
Step 1: Create and excel file with list of names and addresses as shown below:
Step 2: Save the File in the Documents Folder. Give it a name Addresses
Step 3: Open Microsoft Word and type a letter like below:
The address section and name is what we want to generate using the excel file we saved. So we are going to replace this fields using the name and addressed in the excel sheet. So move on to step 4.
Step 4: Delete the name and address placeholders
Step 5: In the ribbon in Microsoft Word, Click on Mailing tab
Step 6: Click on Start Mail Merge
Step 7: Click on Letters