How to Use Mail Merge in Word 2007

By Foye Robinson

Mail merge is a quick solution for mass mailings, whether you're working with letters, envelopes or labels. You can create the mailing list as you go if you haven't created one yet. During the mail merge, each recipient will be matched with the correct merge field. You will need to edit only one record (letter, envelope or label) to prepare for the merge, even if you're creating several types of mail.

Step 1

Open the letter, label, envelope or main document to be used for the mail merge.

Step 2

Select the "Mailings" tab, then click on "Start Mail Merge" and choose the type of document you want to create--"Letters," "E-Mail Messages," "Envelopes," "Labels" or "Directory."

Step 3

Choose "Select Recipients" under the "Mailings" tab.

Step 4

Pick "Type New List" if you don't have a list created, "Use Existing List" if you have a list, or "Select from Outlook Contacts" if your list is in an Outlook email program. If you chose "Type New List," the "New Address List" dialog box will open. Proceed to Step 5 to continue. If you chose "Use Existing List," the "Select Data Source" dialog box will open. Skip Step 5 and proceed to Step 6.

Step 5

Type the recipients for your mail merge into the correct category, pressing the "New Entry" button to insert additional recipients. Repeat this step until all recipients are included. Then click "OK," save the file and go to Step 8.

Step 6

Double-click the file you want to use. You will be prompted to select the worksheet you want to use if you're working with an Excel or Access data source.

Step 7

Select "Edit Recipients" from the "Mailings" tab. The "Edit Recipients" dialog box will open. All the recipients will be selected by default, but you can remove those you do not want to include. Click "OK" when finished.

Step 8

Place the cursor within your document in the area where you want the address block to appear. Then select "Address Block" from the "Mailings" tab. The "Insert Address Block" dialog box will open. Choose the format you want to use for the address block and click "OK."

Step 9

Place the cursor within your document in the area where you want the greeting line to appear. Then select "Greeting Line" from the "Mailings" tab. The "Insert Greeting" dialog box will open. Choose the format you want to use for the greeting line and click "OK."

Step 10

Select "Preview Results" from the "Mailings" tab to view your work. You can use the left and right arrow keys to scroll through each recipient in the merge.

Step 11

Select "Finish and Merge" from the "Mailings" tab and choose "Edit Individual Documents." Choose "All" in the "Merge to New Document" dialog box. Then click "OK" to complete the merge.