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Step One - Set Up Your Data For a Mail Merge:
-
Import
into Excel. See Data Import
Instructions for Excel. If you already have imported
into Excel, go to next step.
-
Delete
the unwanted data and the blank fields which will not be
included in your merged document, such as qualifier fields,
phone numbers, etc.
-
If
there is not a header row containing column titles on your
spreadsheet, insert one, see below.
| A |
B |
C
|
D
|
E
|
| 1
|
First Name |
Last Name |
Address
|
City |
-
Save
your file, click File Menu, click Save As, change "Save
as type" to Text File (tab delimited).
-
When
gray box pops up ("...may contain features..."),
click YES.
-
Close
Excel - DO NOT save changes.
Step Two - Create a Data Source / Table:
-
Start
Word.
-
Open
the text file you created in Step One.
-
Hit
Ctrl A (this selects all the data in the spreadsheet).
-
With
the data highlighted, click Table Menu, click Convert, click Text to
Table.
-
Under
"Separate text at", select "Tabs", click
OK (AutoFit behavior should be set at Fixed column width).
-
Save
your file, click File Menu, click Save As, change "Save
as type" to Word Document (.doc).
-
Close
document.
Step
Three - Type Letter and Mail Merge:
-
Create
new Word document.
-
Type
your letter leaving room at the top for the recipient's name/title/company/address.
-
Click
Tools Menu.
-
Click
Mail Merge, click Create, click Form Letters.
-
Click
Active Window.
-
Click
Get Data, click Open Data Source.
-
Locate
the Word file you created in Step Two.
-
Click
Edit Main Document.
-
Go
to area at top of letter that you left open for recipient's
contact/address info.
Click on Insert Merge Field (on tool bar in upper left corner) and insert appropriate fields,
insert spaces, commas, or returns where necessary.
-
Click
Tool Menu, click Mail Merge, click Merge, click Merge.
-
Save
your work, your
letters are now ready to print.
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