Using Mail Merge in Microsoft Word to insert a letter’s address block

By May 26, 2015 May 29th, 2018 Business Productivity, Tech Tip

Many times you have an Excel workbook or worksheet of contact details and wish to send a letter, create a label, or print envelopes using that information. Luckily, Microsoft Word has a Mail Merge Wizard that can help with this.

For this example, I will be using the Wizard to insert an address block into a letter. You can start your mail merge before or after writing your letter.

To begin, have your file of contact information ready and have your cursor in your letter in Microsoft Word where you wish the address block to go.

  1. Click on the Mailings tab on the Ribbon.
  2. Click Start Mail Merge.
  3. Choose Step-by-Step Mail Merge Wizard. This makes it very simple to follow.

    A sidebar on the right will pop up where you’ll follow the 6 steps to complete your mail merge. I am doing a letter, but you can choose e-mail, envelopes, labels, or directory.

  4. Choose the document type, then click Next: Starting document at the bottom.
  5. Next, choose the document you’ll be starting with: the current document, start from a template, or start from an existing document. We’ll go with the current document.
  6. Click Next: Select Recipients.
  7. Choose the recipients for your mail merge.Select an existing list.
  8. Click Browse. Find your Excel file and choose which spreadsheet within it you wish to use. Click OK.
  9. Next you can select your Mail Merge Recipients. You may choose to deselect some, or if you want to use them all click OK.
  10. Click Next: Write your letter. Choose Address Block.

    Now you can format your Address Block using the information from your Excel file. If you have a person’s name, it can be added also. If your information isn’t pulling up completely, you can check the Match Fields button and choose your headings to match the criteria needed for the address block.

  11. Click OK. This will add a field in your letter:
  12. Now you can preview your letter. Click Next: Review your letters. This will show the address in your letter:

    You can view each recipient by using the arrows in the Preview Your Letters section. You can also choose to exclude a recipient.

  13. If everything is just like you need it, you can click Next: Complete The Merge and print your letters. Even though you can only see a single recipient, when you print, it will print all recipients.

And that’s your completed Mail Merge!


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