Word merges a main document with a recipient list to generate a set of output documents

Create a mailing list in Word
1.Navigate to File > New > New Document.
2. Select recipients by going to Mailings > Create a New List.
3. You’ll find several automatic fields that Word provides in the Edit List Fields.
4. Fields can be moved by pressing the Up and Down buttons.
5. Choose to Create.
6. Give the list a name and save it in the Save dialogue.

Create a mailing list in Word

1. Go to File > New > New Document.
2. Go to Mailings > Select Recipients > Create a New List.
3. In the Edit List Fields, you’ll see a set of automatic fields that Word supplies.
4. Use the Up and Down buttons to reposition fields.
5. Select Create.
6. In the Save dialog, give the list a name and save it.

To create a mailing in MS Word, you can use the mail merge feature, which allows you to personalize and send bulk emails or letters to a large number of recipients. Here’s a step-by-step guide on how to create a mailing using mail merge in MS Word:

Step 1: Prepare your recipient list

• Create a data source: You can use an existing Excel spreadsheet or create a new one to store the recipient information. Ensure that each column represents a different type of information, such as names, addresses, email addresses, etc.

Step 2: Create your main document

• Open MS Word and create a new document.
• Write the content of your email or letter as you would for a single recipient. Leave placeholders for the information that will be personalized (e.g., <<First Name>>, <<Address>>). These placeholders will be replaced with the actual recipient data during the mail merge process.

Step 3: Set up the mail merge

• Go to the “Mailings” tab in MS Word.
• Click on the “Start Mail Merge” button and select the type of document you want to create (e.g., letters, email messages).
• Choose the “Step-by-Step Mail Merge Wizard” option.

Step 4: Select the recipient list

• In the Mail Merge Wizard, select “Use an existing list” if you have a prepared Excel spreadsheet or “Type a new list” to manually enter recipient information.
• If using an existing list, browse for and select your Excel spreadsheet.
• Verify that Word has correctly recognized the columns in your data source.

Step 5: Customize your mailing

• Click on the “Next” button in the Mail Merge Wizard.
• Customize the content of your mailing by inserting the placeholders into the document.
• Use the “Address Block” and “Greeting Line” buttons to add standardized salutations and addresses to your letters or emails.

Step 6: Preview and complete the merge

• Click on the “Preview Results” button in the Mail Merge Wizard to see how each personalized document will appear.
• Use the “Next” and “Previous” buttons to navigate through the records.
• If everything looks good, click on the “Next” button to complete the merge.
• Choose whether to print the documents or send them as email messages.

Step 7: Print or send your mailing

• Follow the instructions provided by the Mail Merge Wizard to complete the process.
• If printing, you can choose to print all the documents or a specific range of pages.
• If sending emails, Word will prompt you to connect to your email client and send the messages.

That’s it! You’ve successfully created a mailing using mail merge in MS Word. Make sure to proofread your documents and test the process with a small sample before sending it out to a large number of recipients.