Image: Save time with Microsoft Word's Mail Merge feature

Any document you've created can be converted into a form letter. This starting document is often referred to as the "master document" as well. The terms are interchangeable, although other Word features also use the term "master document", so be sure to keep things straight. The starting document is the document that will ultimately contain the base form letter.

&copy CNET Networks
Scott Lowe

In this step, you need to decide to which recipients you want to send the form letter. Word's mail merge feature lets you use a wide variety of data sources. You can use an existing list you created for an old mail merge. Or, you can type in a new list of recipients. You can also use your Outlook address book if you like.

&copy CNET Networks
Scott Lowe

If you select the "Type a new list" option Word also provides you with a "Create" option so that you can actually provide your data list.

&copy CNET Networks
Scott Lowe

The New Address List form allows you to easily provide recipient information and includes all of the fields you would expect, including first name, last name, address information, e-mail address and phone numbers. If you need different information, such as an employee's length of service or another piece of information not provided in the window, click the Customize button.

&copy CNET Networks
Scott Lowe

When you're done with a record, click the New Entry button to complete it. If you want to remove a record, choose Delete Entry. Once you get a lot of entries, you can use the Find Entry button to locate a specific record. Finally, you can also sort and filter you entries. For example, you can sort you entries by zip code, or filter the entries so that just records from a particular city are available. When you're done adding entries, click the Close button. Word will ask you to save your new list so you can use it again. Provide a name for your list and click the Save button.

&copy CNET Networks
Scott Lowe

With your list saved, Word gives you the opportunity to take a look at your list, sort it, filter it, and choose whether to include or exclude specific records.

&copy CNET Networks
Scott Lowe

You can also filter records--that is, select just a certain subset of records to include in your output. For example, suppose you want to print form letters just for a particular zip code. Notice that each heading has a little down arrow right next to the name. Click the down arrow to get a list of all of the values in that column. When you select a specific value, you will only see records that have that value in that field. All other records are then hidden from view and will not be printed. To remove your filter, click the filter down arrow and choose the "(All)" option.

&copy CNET Networks
Scott Lowe

When you're done with your record manipulation, click the OK button. The right-hand sidebar now indicates which data file you're using. Click the "Next: Write your letter" option to continue.

&copy CNET Networks
Scott Lowe

Now, you need to type your letter. Or, if you've opted to use an existing letter, you need to provide Word with "fields" that are replaced with the information from your address list. Remember that each form letter will be addressed to a different person. So, you don't want to type your letter to a specific individual, but want to make it generic and let Word do the heavy lifting for you. Before you start typing, notice the addition of a new toolbar to your arsenal.

&copy CNET Networks
Scott Lowe

Using the More items? link, you can include the merge fields you populated earlier.

&copy CNET Networks
Scott Lowe

We'll start simple. In your letter, type the word "Dear" and then hit the space bar. Now, click the More Items option. The Insert Merge Field window opens with the same list of fields you saw earlier. Choose the field you want to insert?in this case, the First Name field?and click the Insert button.

&copy CNET Networks
Scott Lowe

In your document, you will get >. The brackets around the field indicate to Word that this is a field and not straight text. So, each time Word sees this indicator, it will replace ">" with information from your data table.

&copy CNET Networks
Scott Lowe

All of the fields we want are on the letter.

&copy CNET Networks
Scott Lowe

With your letter written, it's time to see the results. From the sidebar, click the "Next: Preview your letters" option. The result should look similar to what you see here.

&copy CNET Networks
Scott Lowe

Once you're verified your recipients, click the "Next: Complete the merge" option.

At this point, Word has not officially performed the merge. That is, your letter and data file are still mostly separate. When you click one of the two options?(1) Print; or (2) Edit individual letters?Word asks you what you want to merge.

&copy CNET Networks
Scott Lowe

Your options here are to merge all of your records, in which case you will get one page per recipient, or choose which records you want to include. When you choose the print option, Word sends your letter right to your printer.

&copy CNET Networks
Scott Lowe