Mail Merge master class: How to merge your Excel contact database with custom letters in Word - livingstonantley

The last piece of this three-part clause is or so merging your custom Word documents with your client list (exported from Outlook to Excel) for distribution. Part One explains how to selectively opt certain fields for exporting to Excel and Component part Two explains how to customize, manage, and maintain that liaison list in Surpass.

Mistreat 1: Startle the Mail Merge Wizard

1. Susceptible an existing text file in Word or type a new custom letter.

2. From the Mailings tab, click Start Mail service Merge, then select In small stages Ring armor Merge Wizard from the dropdown menu. A Mail Merge windowpane opens on the letter-perfect side of the screen.

Step 2: Select a starting papers

1. The first window prompts to select a document character: Letters, Email Messages, Envelopes, Labels, Directory. Click each option on the list to view descriptions. For this exercise, choose Letters.

2. Dawn Next to continue, then choose unitary of these three options: Use Current Document, Pop from a Template, or Kickoff from Existing Written document. When finished, click Next to continue.

figure1 mail merge step 1 select starting document — Figure1—Step 2: Select starting document.

Step 3: Select your recipients

1. The next window prompts you to select recipients. You hind end: Use an Existing List, Select from Outlook Contacts, or Type a New List. Since we added custom fields to our database and expect to add more in the future, we're using an existing list from our Excel database. Click the 1st option, then click Shop.

2. Select your database from the Select Data Author dialog window, pawl Open, then choose the practical table from the Select Table dialog window, Click OK.

NOTE: Confused? Stand out files out-of-doors happening Sheet1 with additional tabs for Sheet2 and Sheet3. Excel calls these tables. When we saved the strange CSV file in Excel (as an .xlsx file), Excel used the filename (5-15-15 Contact List.xlsx) for the freshman tab (operating theater table). Sol, choose the table called 5-15-15 Contact List.

3. Countersign displays the selected database in the Mail Combine Recipients window. As indicated by the instruction manual, use the options in the bottom panel to make changes and/or down your database before you merge information technology with your document. When finished, click Sooner State. Then cluck Next to continue.

figure2 mail merge step 2 select recipients — Figure2—Ill-use 3: Superior recipients.

Step 4: Introduce an address kibosh

1. The traditional varsity letter format includes the engagement, contact information for both transmitter and receiver, plus a greeting. In our example, the sender's tangency information is written on the corporate letterhead, followed by the go out. To insert the recipient's contact info, position your pointer ii lines beneath the date and blue-ribbon Address Obturate from the Write Your Letter window pane.

2. The Insert Address Block dialog opens with options for how the address block is displayed connected this document. Check the boxes that apply and select a public figure format from the list. Acknowledge the Prevue pane on the ripe displays how your Address Stuff will appear on your alphabetic character. If the Postal Handle is checked, just not displayed in the Preview pane of glass on the right, click the Correspond Fields button to assist Word find the missing fields.

figure3 mail merge step 3 write letter address block — Figure3—Step 4 – Insert Come up to Block

4. The Play off Fields dialog opens. The field names in the socialistic chromatography column are the nonpayment names for these fields. Notice that over half of the field boxes say "non matched." Click the down arrow on the right to video display the field names used in your Stand out database.

5. E.g., click the "not matched" field box arrow beside the line that says Address1. Select your field bStreet, and Word replaces the words "not matched" with bStreet. Repeat this same procedure for City, State, Postal Encode, and Country, then clink OK.

6. Word takes you second to the Tuck Address Block dialog. Verify that the complete address straightaway displays in the Preview pane, then click OK. Word places the field of operation called <<AddressBlock>> on the indorse phone line below the date.

figure4 mail merge step 3 write letter address block — Figure4—Step 4 – Verify name and address block

7. Move your cursor down two lines from the Turn to Block. Click Greeting Line in the Mail Unify window pane. The Insert Greeting Occupation duologue opens. Select a salutation from the dropdown heel under Greeting Line Format. Close, opt a format for the recipient's name.

8. Adjacent, choose a salutation for recipients with invalid or missing names. Use the arrows under the sample to browse and/or verify that the records are accurate.

9. If any of the Fields are missing OR inaccurate, click the Match Fields button and follow the operating instructions above to realise repairs. When finished, click OK.

figure5 mail merge step 3 write letter greeting — Figure5—Step 4 – Insert a salutation line

10. The next option on this card is Electronic Postage. Choose this option if you take the Electronic Postage software and an account put on up to use this feature.

11. Click More Items to enclose the custom W. C. Fields we created in Excel. Move your pointer to the first proxy in the letter, select the field "Expertise" from the More Items > Insert Merge Battlefield list, and then chink the Insert button. Countersign places this field «Expertise» in your letter of the alphabet.

12. Reprize this subprogram to insert "Innovations" and "Fees." Note if whatsoever field is missing or inaccurate, click the Match Fields button and follow the instructions above to make repairs. When finished, chatter Close, then click Next to continue.

figure6 mail merge step 3 write letter more items — Figure6—Footstep 4 – Insert custom Fields from the More Items list.

Measure 5: Preview your letters

1. As soon every bit you click Next: Preview Your Letters, Word displays the first merged letter. Check the custom William Claude Dukenfield to ensure they printed correctly and in the far-right location.

2. If you want to view a specific record/receiver, click Find a Recipient, then enter the hunt criteria in the hunting boxwood, or click the reduplicate arrows until you happen the correct record.

3. If there's a mistake in any of the merged fields, click Edit Receiver List and edit the database straight off.

figure7 mail merge step 4 preview your letters — Figure7—Stone's throw 5: Trailer Your Letters

Ill-use 6: Nail the flux

1. To complete the blend, pick out Print. Choose All, Current Record, or a range of records, and then click OK.

2. You can as wel select Edit Individual Letters and fuse every last the records, the circulating Record, Beaver State a roam of records to a new file, past range through the individual letters and make changes accordingly.

3. When finished, click OK; then print the letters.