Question

What are the steps to perform a Mail Merge in MS Word?

Hint:

Remember sequence: {Start → Select Recipients → Insert Fields → Preview → Finish}.

Answer 1

Concept: Mail Merge in MS Word is used to create multiple personalized documents (letters, labels, emails) using:

• A main document (template)
• A data source (list of recipients)

Step 1: Create the main document.

• Open MS Word.
• Type the common content (e.g., letter body).

Step 2: Start Mail Merge.

• Go to Mailings tab.
• Click Start Mail Merge.
• Choose type (Letters, Envelopes, Labels, Email).

Step 3: Select recipients.

• Click Select Recipients.
• Choose:
  • Type a new list, or
  • Use existing list (Excel file), or
  • Outlook contacts.

Step 4: Insert merge fields.

• Place cursor where personalization is needed.
• Click Insert Merge Field.
• Insert fields like Name, Address, etc.

Step 5: Preview the results.

• Click Preview Results.
• Check how each document looks for different recipients.

Step 6: Complete the Mail Merge.

• Click Finish \& Merge.
• Choose:
  • Print documents
  • Edit individual documents
  • Send email messages

Conclusion:
Mail Merge allows automatic creation of multiple personalized documents by combining a template with a data source.