Generating a Mail Merge in Microsoft Word
The Data Merge Manager in Microsoft Word automatically creates unique, multiple versions of a customized form letter.
Word creates a mail merge by inserting information from a data document (Word or Excel format) into another text document which contains the form letter information. A mail merge uses two documents: a MAIN document and a DATA SOURCE document.
The MAIN document is the form letter-- it contains all the text, formatting, punctuation, styles, etc. that you want to have identical in each letter. It also contains special FIELD NAMES (or "field variables") which indicate where the data from the DATA SOURCE is to be inserted. The FIELD NAME is a place holder which contains the name of the FIELD surrounded by 
and 
symbols, called delimiters.
The DATA SOURCE document contains all the specific records of the generic FIELD NAMES that will make up the unique documents (for example: names, addresses, departments). This information replaces the FIELD NAMES when the merge is finally completed.
The merge takes each record from the DATA SOURCE and inserts it into its own copy of the MAIN document. This generates a new document composed of personalized versions of the form letter.
This tutorial covers the three basic steps to generating a merged document:
- Create (or choose) a DATA SOURCE document
- Create (or choose) a MAIN document
- Merge the DATA SOURCE and MAIN documents to create the Mail Merge
This tutorial uses the Mail Merge Wizard to create DATA SOURCE and MAIN documents, and to generate the Mail Merge.
To begin, first create your DATA SOURCE document.:
From the FILE menu, select NEW BLANK DOCUMENT...
From the TOOLS menu, select DATA MERGE MANAGER... (not the MERGE DOCUMENTS... command). The DATA MERGE MANAGER window appears.
In the first portion of the DATA MERGE MANAGER window click and hold down the cursor on the CREATE button. A drop down menu appears. Scroll and select FORM LETTERS...
In the second portion of the DATA MERGE MANAGER window, DATA SOURCE, click and hold down the mouse button on GET DATA. A drop down menu appears.
To make a new data source...
Select NEW DATA SOURCE...
The CREATE DATA SOURCE window appears.
In the CREATE DATA SOURCE window, you define the FIELDS that you use for the merge process.
Word gives you a predefined list of commonly used FIELD NAMES. These appear as options for you to use in your form letter.
Scroll through the list on the right to see all the FIELD NAMES.
If these field names are suitable to you and none need to be added or removed, click OK.
If you would like you can add new or remove existing FIELD NAMES.
To add a FIELD NAME, type in your desired FIELD NAME in the text box on the left and click once on the ADD FIELD NAME button underneath the text box.
To delete a FIELD NAME, select it from the list and press the REMOVE FIELD NAME button.
Click on the OK button when you are finished adding or removing FIELD NAMES.
Word prompts you to save the DATA SOURCE document. Name it something appropriate like "Prize Winner Data Source" and click SAVE.
Now the DATA FORM window appears. Here is where you enter the data for your records. The FIELD NAMES are listed on the left; the edit boxes for you to fill in information are in the middle.
Type the information for your first record into the corresponding boxes. Use the TAB key to move between fields.
When you are finished with the FIRST record, click the ADD NEW button on the right. The fields will reset and you can enter the information for the second record.
If you want to delete a record, make that record active and then press the DELETE button.
The RESTORE button restores the contents of the last deleted field.
The FIND button allows you to search the DATA FORM by FIELD NAME.
The VIEW SOURCE button shows you the specifically defined TABLE that Word uses in the Mail Merge process. NOTE: this exits you from the DATA FORM window -- only click this if you know what you are doing
Continue entering records and clicking ADD NEW until you are finished entering your last record.
When you are finished adding records, click once on the OK button.
If you created the database with Excel...
You can use a database made in Excel for data merges, as well. Click here for information on how to make a database with Excel.
Once you've made your database in Excel and your form letter in Word, use the GET DATA menu's OPEN DATA SOURCE... command.
Select your Excel file from the chooser window.
In the OPEN WORKSHEET window, select the worksheet and cell range that contains your data. Single-click OK to proceed.
All the column headings in the Excel database are automatically translated into field names for the data merge.
Writing the form letter
Now, take a look at the fourth section of the Data Merge Manager window, MERGE FIELD, and notice that all the field names are now listed.
To add a field to your document, click, hold down the mouse button and drag and drop the desired field name.
When you are finished adding the fields to your document, you are ready for the third and final step - to perform the actual merge.
The bottom portion of the DATA MERGE MANAGER window displays the MERGE options.
Click once on the desired button to create a new separate document containing all your records, or to send the merge document directly to the printer.
Written by Teresa Hagan & MaryAnn Deatrick; updated for 2004 by Jordan McDonnell '08.