Mail merge made easy

1. MAIL MERGE MADE EASY
A STEP-BY-STEP GUIDE
FOR LABELS OR EMAIL MERGES

2. WHY MAIL MERGE?
Labels:Labels:Labels:Labels: Mail merge in Office lets you convert your contact list
data into a sheet of mailing labels, with complete control over
the results.
Email:Email:Email:Email: You can also personalize your newsletters or flyers, and
email them out automatically to a customized contact list.
This guide walks through both situations, with instructions for
the programs you want to use.
(Note that the instructions and images are from Office 2010, but it’s not much
different in Office 2007, so you can use the same instructions.)

3. HOW TO USE THIS GUIDE:
This step-by-step guide walks you through different ways to
perform a mail merge. To use it:
• Click Slide ShowSlide ShowSlide ShowSlide Show view.
• Answer the questions for the type of mail merge you want.
• The links will take you to the section of this presentation
that’s right for you.
• Click through the slides as you perform your mail merge.
(If it’s easier, exit Slide ShowSlide ShowSlide ShowSlide Show view at this point)

4. BUT FIRST, SOME QUESTIONS
(CLICK ONE)
What do you want to do with Mail Merge?
Create labels
Email a newsletter or a flyer

5. WHERE DO YOU KEEP YOUR
CONTACTS?
(CLICK ONE)
An Excel workbook
Outlook Contacts
Another email program (like Gmail)
I need to create a contact list

6. WHERE DO YOU KEEP YOUR
CONTACTS?
(CLICK ONE)
An Excel workbook
Outlook Contacts
Another email program (like Gmail)
I need to create a contact list

7. WHAT’S YOUR LABEL PROGRAM?
(CLICK ONE)
Word
Publisher

8. WHAT’S YOUR LABEL PROGRAM?
(CLICK ONE)
Word
Publisher

9. WHAT’S YOUR LABEL PROGRAM?
(CLICK ONE)
Word
Publisher

10. WHAT’S YOUR LABEL PROGRAM?
(CLICK ONE)
Word
Publisher

11. WHAT’S YOUR NEWSLETTER OR
FLYER PROGRAM?
(CLICK ONE)
Word
Publisher

12. Word
Publisher
WHAT’S YOUR NEWSLETTER OR
FLYER PROGRAM?
(CLICK ONE)

13. WHAT’S YOUR NEWSLETTER OR
FLYER PROGRAM?
(CLICK ONE)
Word
Publisher

14. WHAT’S YOUR NEWSLETTER OR
FLYER PROGRAM?
(CLICK ONE)
Word
Publisher

15. MAKING LABELS WITH WORD AND
EXCEL
Step 1: Prepare your data in Excel
Step 2: Set up your Word Doc
Step 3: Connect to your data
Step 4: Insert the addresses
Step 5: Preview and print

16. STEP 1: PREPARE YOUR DATA IN
EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.

17. STEP 1: PREPARE YOUR DATA IN
EXCEL
Don’t worry if you have more column headers
than you need for your labels; Word will let you
choose the right ones.
Make sure the right data is in the correct column.

18. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise, Excel will strip out any zeros
that begin a ZIP code.

19. STEP 2: SET UP YOUR WORD DOC
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click LabelsLabelsLabelsLabels.

20. STEP 2: SET UP YOUR WORD DOC
Choose the label type that matches your label sheets, and click OKOKOKOK.
If you don’t find your label type, see the
instructions at Office.com.

21. STEP 2: SET UP YOUR WORD DOC
Word has just formatted your document for labels.

22. GOTCHAALERT
Your doc may appear blank. To see label margins, click on the
LayoutLayoutLayoutLayout tab under Table ToolsTable ToolsTable ToolsTable Tools.
Then, in the TableTableTableTable group, click View GridlinesView GridlinesView GridlinesView Gridlines.

23. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your Excel workbook.
Click OpenOpenOpenOpen.
(If you’re prompted again, click Sheet1$Sheet1$Sheet1$Sheet1$, and then click
OK.)

24. STEP 3: CONNECT TO YOUR DATA
Click Edit Recipient ListEdit Recipient ListEdit Recipient ListEdit Recipient List to fine-tune your list
Clear the check boxes next to any names you don’tdon’tdon’tdon’t want to
include. Or use filtering.

25. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Make labels for a mass mailing.

26. STEP 4: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.
Then, in the same group, click Update LabelsUpdate LabelsUpdate LabelsUpdate Labels.

27. STEP 5: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
TIPTIPTIPTIP: If Word shows the results in a new document, be sure to
close that new document before you print.

28. STEP 5: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Print DocumentsPrint DocumentsPrint DocumentsPrint Documents.

29. STEP 5: PREVIEW AND PRINT
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

30. MAKING LABELS WITH PUBLISHER
AND EXCEL
Step 1: Prepare your data in Excel
Step 2: Set up your publication
Step 3: Connect to your data
Step 4: Insert the addresses
Step 5: Preview and print

31. STEP 1: PREPARE YOUR DATA IN
EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.

32. STEP 1: PREPARE YOUR DATA IN
EXCEL
Don’t worry if you have more column headers
than you need for your labels; Publisher will let
you choose the right ones.
Make sure the right data is in the correct column.

33. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

34. STEP 2: SET UP YOUR PUBLICATION
Open Publisher.
Click LabelsLabelsLabelsLabels.

35. STEP 2: SET UP YOUR PUBLICATION
Scroll down to the ManufacturersManufacturersManufacturersManufacturers section.
Click the folder for the manufacturer of your labels.
Click the label template for your label.
Click CreateCreateCreateCreate.

36. STEP 2: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab.
Click Mail MergeMail MergeMail MergeMail Merge.

37. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your Excel Workbook.
Click OpenOpenOpenOpen.
(If you’re prompted again, click Sheet1$Sheet1$Sheet1$Sheet1$, and then click OK.)

38. STEP 3: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’tdon’tdon’tdon’t want to
include. Or use filtering.

39. STEP 4: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.

40. STEP 5: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
Click the blue arrows to see each result.

41. GOTCHAALERT
If your addresses don’t fit on the labels, or you want to change
the formatting, click Preview ResultsPreview ResultsPreview ResultsPreview Results again to turn off the
preview and see the Address Block code.
Select the entire <<Address Block>> code, including the
chevrons at the beginning and end.
On the HomeHomeHomeHome tab, adjust the font, size, color, and line spacing.

42. STEP 5: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Merge to PrinterMerge to PrinterMerge to PrinterMerge to Printer.

43. STEP 5: PREVIEW AND PRINT
Finally, save your publicationsave your publicationsave your publicationsave your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at Office.com

44. MAKING LABELS WITH WORD AND
OUTLOOK
Step 1: Set up your Word doc
Step 2: Connect to your data
Step 3: Insert the addresses
Step 4: Preview and print

45. GOTCHAALERT
If you want to use custom categories of Outlook Contacts, you
need to begin your mail merge in Outlook.
For more information, see Make labels for a mass mailing.

46. STEP 1: SET UP YOUR WORD DOC
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click LabelsLabelsLabelsLabels.

47. STEP 1: SET UP YOUR WORD DOC
Choose the label type that matches your labels, and click OKOKOKOK.
If you don’t find your label type, see the
instructions at Office.com.

48. STEP 1: SET UP YOUR WORD DOC
Word has just formatted your document for labels.

49. GOTCHAALERT
Your doc may appear blank. To see label margins, click on the
LayoutLayoutLayoutLayout tab under Table ToolsTable ToolsTable ToolsTable Tools.
Then, in the TableTableTableTable group, click View GridlinesView GridlinesView GridlinesView Gridlines.

50. STEP 2: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Select from Outlook ContactsSelect from Outlook ContactsSelect from Outlook ContactsSelect from Outlook Contacts.
If you have more than one account in Outlook, click the
contacts list that you want to use, and then click OKOKOKOK.
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.

51. STEP 2: CONNECT TO YOUR DATA
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’tdon’tdon’tdon’t want to
include. Or use filtering.

52. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Make labels for a mass mailing.

53. STEP 3: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.
Then, in the same group, click Update LabelsUpdate LabelsUpdate LabelsUpdate Labels.

54. STEP 4: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
TIP:TIP:TIP:TIP: If Word shows the results in a new document, be sure to
close that new document before you print.

55. STEP 4: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Print DocumentsPrint DocumentsPrint DocumentsPrint Documents.

56. STEP 4: PREVIEW AND PRINT
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

57. MAKING LABELS WITH PUBLISHER
AND OUTLOOK
Step 1: Set up your publication
Step 2: Connect to your data
Step 3: Insert the address
Step 4: Preview and print

58. STEP 1: SET UP YOUR PUBLICATION
Open Publisher.
Click LabelsLabelsLabelsLabels.

59. STEP 1: SET UP YOUR PUBLICATION
Scroll down to the ManufacturersManufacturersManufacturersManufacturers section.
Double-click the folder for the manufacturer of your labels.
Click the label template for your label.
Click CreateCreateCreateCreate.

60. STEP 1: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab.
Click Mail MergeMail MergeMail MergeMail Merge.

61. STEP 2: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Select from Outlook ContactsSelect from Outlook ContactsSelect from Outlook ContactsSelect from Outlook Contacts.
If you have more than one account in Outlook, click the
contacts list that you want to use, and then click OKOKOKOK.
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.

62. STEP 2: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’tdon’tdon’tdon’t want to
include. Or use filtering.

63. STEP 3: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.

64. STEP 4: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
Click the blue arrows to see each result.

65. GOTCHAALERT
If your addresses don’t fit on the labels, or you want to change
the formatting, click Preview ResultsPreview ResultsPreview ResultsPreview Results again to turn off the
preview and see the Address Block code.
Select the entire <<Address Block>> code, including the
chevrons at the beginning and end.
On the HomeHomeHomeHome tab, adjust the font, size, color, and line spacing.

66. STEP 4: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Merge to PrinterMerge to PrinterMerge to PrinterMerge to Printer.

67. STEP 4: PREVIEW AND PRINT
Finally, save your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button to
return to the beginning.
More help at office.com

68. MAKING LABELS WITH WORD AND
ANOTHER EMAIL PROGRAM
Step 1: Export your contact list
Step 2: Set up your Word doc
Step 3: Connect to your data
Step 4: Insert the addresses
Step 5: Preview and print

69. STEP 1: EXPORT YOUR CONTACT LIST
Open the email website where you keep your contact list (for
example, hotmail.com or gmail.com).
Click ContactsContactsContactsContacts.
Click ExportExportExportExport, or click ManageManageManageManage and then click ExportExportExportExport.

70. BEST PRACTICE: CHECK YOUR DATA
IN EXCEL
Your .csv file might open in Excel automatically.
If the .csv file doesn’t open automatically, it’s good to open the
file in Excel and check your data.

71. BEST PRACTICE: CHECK YOUR DATA
IN EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.

72. BEST PRACTICE: CHECK YOUR DATA
IN EXCEL
Don’t worry if you have more column headers than
you need for your labels; Word will let you choose the
right ones.
Make sure the right data is in the correct column.

73. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

74. BEST PRACTICE: CHECK YOUR DATA
IN EXCEL
When your data is right, save any changes that
you’ve made to the .csv file and close Excel.

75. STEP 2: SET UP YOUR WORD DOC
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click LabelsLabelsLabelsLabels.

76. STEP 2: SET UP YOUR WORD DOC
Choose the label type that matches your labels, and click OKOKOKOK.
If you don’t find your label type, see the
instructions at Office.com.

77. STEP 2: SET UP YOUR WORD DOC
Word has just formatted your document for labels.

78. GOTCHAALERT
Your doc may appear blank. To see label margins, click on the
LayoutLayoutLayoutLayout tab under TableTableTableTable ToolsToolsToolsTools.
Click View GridlinesView GridlinesView GridlinesView Gridlines.

79. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your .csv file.
Click OpenOpenOpenOpen.

80. STEP 3: CONNECT TO YOUR DATA
To fine-tune your list, click Edit Recipient ListEdit Recipient ListEdit Recipient ListEdit Recipient List.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

81. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Make labels for a mass mailing.

82. STEP 4: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.
Then, in the same group, click Update LabelsUpdate LabelsUpdate LabelsUpdate Labels.

83. STEP 5: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
TIP: If Word shows the results in a new document, be sure to
close that new document before you print.

84. STEP 5: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Print DocumentsPrint DocumentsPrint DocumentsPrint Documents.

85. STEP 5: PREVIEW AND PRINT
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that
you can use it again.
The next time you open the document, Word will ask
whether you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to
run another mail merge.
You’re done! Close this presentation or click the HomeHomeHomeHome
button to return to the beginning.
More help at office.com

86. MAKING LABELS WITH PUBLISHER AND
ANOTHER EMAIL PROGRAM
Step 1: Export your contact list
Step 2: Set up your publication
Step 3: Connect to your data
Step 4: Insert the addresses
Step 5: Preview and print

87. STEP 1: EXPORT YOUR CONTACT LIST
Open the email website where you keep your contact list (for
example, hotmail.com or gmail.com).
Click ContactsContactsContactsContacts.
Click ExportExportExportExport, or click ManageManageManageManage and then click ExportExportExportExport.

88. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your .csv file might open in Excel automatically.
If the .csv file doesn’t open automatically, it’s good to open the
file in Excel and check your data.

89. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.

90. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Don’t worry if you have more column headers
than you need for your labels; Word will let you
choose the right ones.
Make sure the right data is in the correct column.

91. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

92. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
When your data is right, save any changes that
you’ve made to the .csv file and close Excel.

93. STEP 2: SET UP YOUR PUBLICATION
Open Publisher.
Click LabelsLabelsLabelsLabels.

94. STEP 2: SET UP YOUR PUBLICATION
Scroll down to the ManufacturersManufacturersManufacturersManufacturers section.
Double-click the folder for the manufacturer of your labels.
Click the label template for your label.
Click CreateCreateCreateCreate.

95. STEP 2: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab.
Click Mail MergeMail MergeMail MergeMail Merge.

96. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your Excel WorkbookExcel WorkbookExcel WorkbookExcel Workbook.
Click OpenOpenOpenOpen.
(If you’re prompted again, click Sheet1$,Sheet1$,Sheet1$,Sheet1$, and then click OKOKOKOK.)

97. STEP 3: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

98. STEP 4: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.

99. STEP 5: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
Click the blue arrows to see each result.

100. GOTCHAALERT
If your addresses don’t fit on the labels, or you want to change
the formatting, click Preview ResultsPreview ResultsPreview ResultsPreview Results again to turn off the
preview and see the Address Block code.
Select the entire <<Address Block>> code, including the
chevrons at the beginning and end.
On the HomeHomeHomeHome tab, adjust the font, size, color, and line spacing.

101. STEP 5: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Merge to PrinterMerge to PrinterMerge to PrinterMerge to Printer.

102. STEP 5: PREVIEW AND PRINT
Finally, save your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

103. MAKING LABELS WITH WORD AND A NEW
CONTACTS LIST
Step 1: Set up your Word doc
Step 2: Create your contacts list
Step 3: Insert the addresses
Step 4: Preview and print

104. STEP 1: SET UP YOUR WORD DOC
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click LabelsLabelsLabelsLabels.

105. STEP 1: SET UP YOUR WORD DOC
Choose the label type that matches your labels, and click OKOKOKOK.
If you don’t find your label type, see the instructions at Office.com.

106. STEP 1: SET UP YOUR WORD DOC
Word has just formatted your document for labels.

107. GOTCHAALERT
Your doc may appear blank. To see label margins, click on the
LayoutLayoutLayoutLayout tab under TableTableTableTable ToolsToolsToolsTools.
Then, in the TableTableTableTable group, click View GridlinesView GridlinesView GridlinesView Gridlines.

108. STEP 2: CREATE YOUR CONTACTS
LIST
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients. Click Type New ListType New ListType New ListType New List.
In the New Address ListNew Address ListNew Address ListNew Address List dialog box, type your first contact.

109. STEP 2: CREATE YOUR CONTACTS
LIST
TIP: You can move between the columns by clicking or by
pressing TABTABTABTAB
Click New EntryNew EntryNew EntryNew Entry, and continue with the next contact.
Repeat for all your contacts, and then click OKOKOKOK.

110. STEP 3: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.
Then, in the same group, click Update LabelsUpdate LabelsUpdate LabelsUpdate Labels.

111. STEP 4: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
TIPTIPTIPTIP: If Word shows the results in a new document, be sure to
close that new document before you print.

112. STEP 4: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Print DocumentsPrint DocumentsPrint DocumentsPrint Documents.

113. STEP 4: PREVIEW AND PRINT
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you can
use it again.
The next time you open the document, Word will ask whether you
want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

114. MAKING LABELS WITH PUBLISHER AND A
NEW CONTACTS LIST
Step 1: Set up your publication
Step 2: Create your contacts list
Step 3: Insert the addresses
Step 4: Preview and print

115. STEP 1: SET UP YOUR PUBLICATION
Open Publisher.
Click LabelsLabelsLabelsLabels.

116. STEP 1: SET UP YOUR PUBLICATION
Scroll down to the ManufacturersManufacturersManufacturersManufacturers section.
Double-click the folder for the manufacturer of your labels.
Click the label template for your label.
Click CreateCreateCreateCreate.

117. STEP 1: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab.
Click Mail MergeMail MergeMail MergeMail Merge.

118. STEP 2: CREATE YOUR CONTACTS LIST
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients. Click Type New ListType New ListType New ListType New List.
In the New Address ListNew Address ListNew Address ListNew Address List dialog box, enter your first contact.

119. STEP 2: CREATE YOUR CONTACTS
LIST
TIP: You can move between the columns by clicking or by
pressing TABTABTABTAB
Click New EntryNew EntryNew EntryNew Entry, and continue with the next contact.
Repeat for all your contacts, and then click OKOKOKOK.

120. STEP 3: INSERT THE ADDRESSES
Click in the first label.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Address BlockAddress BlockAddress BlockAddress Block.
Choose the format that you want for your address labels, and
then click OKOKOKOK.

121. STEP 4: PREVIEW AND PRINT
To see all your labels, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
Click the blue arrows to see each result.

122. GOTCHAALERT
If your addresses don’t fit on the labels, or you want to change
the formatting, click Preview ResultsPreview ResultsPreview ResultsPreview Results again to turn off the
preview and see the Address Block code.
Select the entire <<Address Block>> code, including the
chevrons at the beginning and end.
On the HomeHomeHomeHome tab, adjust the font, size, color, and line spacing.

123. STEP 4: PREVIEW AND PRINT
Make sure you’ve loaded your labels into your printer.
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Merge to PrinterMerge to PrinterMerge to PrinterMerge to Printer.

124. STEP 4: PREVIEW AND PRINT
Finally, save your publicationsave your publicationsave your publicationsave your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask whether
you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button to
return to the beginning.
More help at office.com

125. EMAIL MERGE WITH WORD AND EXCEL
Step 1: Prepare your data in Excel
Step 2: Set up your Word doc
Step 3: Connect to your data
Step 4: Insert a greeting line
Step 5: Preview and send

126. STEP 1: PREPARE YOUR DATA IN EXCEL
Your column headers in Excel will become the fields that mail
merge will fill in automatically.
IMPORTANT:IMPORTANT:IMPORTANT:IMPORTANT: Be sure that the column of email addresses has a
column header that says E-mail address.

127. STEP 1: PREPARE YOUR DATA IN EXCEL
Don’t worry if you have more column headers
than you need for your labels; Word will let you
choose the right ones.
Make sure the right data is in the correct column.

128. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

129. STEP 2: SET UP YOUR WORD DOC
Open the template that you want to use for your flyer or newsletter, or
open a new document.
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergStart Mail MergStart Mail MergStart Mail Merge.
`
Then click EEEE----mail Messagesmail Messagesmail Messagesmail Messages.

130. STEP 2: SET UP YOUR WORD DOC
Add the text and graphics that you want to appear on your email
message.

131. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your Excel Workbook.
Click OpenOpenOpenOpen.
(If you’re prompted again, click Sheet1$Sheet1$Sheet1$Sheet1$, and then click OKOKOKOK.)

132. STEP 3: CONNECT TO YOUR DATA
Click Edit Recipient ListEdit Recipient ListEdit Recipient ListEdit Recipient List to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

133. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Use mail merge to send personalized
e-mail messages to your e-mail address list.

134. STEP 4: INSERT A GREETING LINE
Click where you want to add personalized information — for
example, a greeting line to each recipient of your email
message.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Greeting Line.Greeting Line.Greeting Line.Greeting Line.
Choose the format that you want for your greeting, and then
click OKOKOKOK.

135. STEP 4: INSERT A GREETING LINE
To change the font, size, or color of your greeting line, select
the entire field code, including the chevrons on each end.
Then choose the font, size, and color that you want in the FontFontFontFont
group on the HomeHomeHomeHome tab.

136. STEP 5: PREVIEW AND SEND
To see all your messages, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
You can use the arrows to click through the results.

137. GOTCHAALERT
Your document will be sent in the body of the email message,
so readers don’t need to have Word installed on their
computers.
When you click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages, you’ll be prompted to
provide a subject line.
When you click OKOKOKOK, your email messages will be sent
automatically.

138. STEP 5: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages.
Type a subject line for your message in the Subject lineSubject lineSubject lineSubject line box,
and then click OKOKOKOK.

139. STEP 5: PREVIEW AND SEND
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome
button to return to the beginning.

140. EMAIL MERGE WITH PUBLISHER AND
EXCEL
Step 1: Prepare your data in Excel
Step 2: Set up your publication
Step 3: Connect to your data
Step 4: Preview and send

141. STEP 1: PREPARE YOUR DATA IN EXCEL
Your column headers in Excel will become the fields that mail
merge will fill in automatically.

142. STEP 1: PREPARE YOUR DATA IN EXCEL
Don’t worry if you have more column headers than you
need for your labels; Word will let you choose the right
ones.
Make sure the right data is in the correct column.

143. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

144. STEP 2: SET UP YOUR PUBLICATION
Open Publisher.
Click NewslettersNewslettersNewslettersNewsletters or click FlyersFlyersFlyersFlyers.

145. STEP 2: SET UP YOUR PUBLICATION
Click the template that you want to use.
Click DownloadDownloadDownloadDownload, or click CreateCreateCreateCreate.

146. STEP 2: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab and click EEEE----mail Mergemail Mergemail Mergemail Merge.

147. STEP 2: SET UP YOUR PUBLICATION
Add the text and graphics that you want to appear in the email.

148. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients. Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your Excel Workbook.
Click OpenOpenOpenOpen.
(If you’re prompted again, click Sheet1$Sheet1$Sheet1$Sheet1$, and then click OKOKOKOK.)

149. STEP 3: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

150. Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages.
Type a subject line for your message in the SubjectSubjectSubjectSubject box, and
then click OKOKOKOK.
STEP 4: PREVIEW AND SEND

151. STEP 4: PREVIEW AND SEND
Finally, save your publicationsave your publicationsave your publicationsave your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome tab to
return to the beginning.
More help at office.com

152. EMAIL MERGE WITH WORD AND
OUTLOOK
Step 1: Set up your Word doc
Step 2: Connect to your data
Step 3: Insert a greeting line
Step 4: Preview and send

153. GOTCHAALERT
If you want to use custom categories of Outlook Contacts, you
need to begin your mail merge in Outlook.
For more information, see Use mail merge to send personalized
e-mail messages to your e-mail address list.

154. STEP 1: SET UP YOUR WORD DOC
Open the template that you want to use for your flyer or newsletter, or
open a new document.
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click EEEE----mail Messagesmail Messagesmail Messagesmail Messages.

155. STEP 1: SET UP YOUR WORD DOC
Add the text and graphics that you want to appear on your email
message.

156. STEP 2: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Select from Outlook ContactsSelect from Outlook ContactsSelect from Outlook ContactsSelect from Outlook Contacts.
If you have more than one account in Outlook, click the
contacts list that you want to use, and then click OKOKOKOK.
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.

157. STEP 2: CONNECT TO YOUR DATA
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

158. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Use mail merge to send personalized
e-mail messages to your e-mail address list.

159. STEP 3: INSERT A GREETING LINE
Click where you want to add personalized information—for
example, a greeting line to each recipient of your email
message.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Greeting LineGreeting LineGreeting LineGreeting Line.
Choose the format that you want for your greeting, and then
click OKOKOKOK.

160. STEP 3: INSERT A GREETING LINE
To change the font, size, or color of your greeting line, select
the entire field code, including the chevrons on each end.
Then choose the font, size, and color that you want in the FontFontFontFont
group on the HomeHomeHomeHome tab.

161. STEP 4: PREVIEW AND SEND
To see all your messages, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
You can use the arrows to click through the results.

162. GOTCHAALERT
Your document will be sent in the body of the email message,
so readers don’t need to have Word installed on their
computers.
When you click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages, you’ll be prompted to
provide a subject line.
When you click OKOKOKOK, your email messages will be sent
automatically.

163. STEP 4: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages.
Type a subject line for your message in the Subject lineSubject lineSubject lineSubject line box,
and then click OKOKOKOK.

164. STEP 4: PREVIEW AND SEND
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome
button to return to the beginning.

165. EMAIL MERGE WITH PUBLISHER AND
OUTLOOK
Step 1: Set up your publication
Step 2: Connect to your data
Step 3: Preview and send

166. STEP 1: SET UP YOUR PUBLICATION
Open Publisher.
Click NewslettersNewslettersNewslettersNewsletters or click FlyersFlyersFlyersFlyers.

167. STEP 1: SET UP YOUR PUBLICATION
Click the template that you want to use.
Click DownloadDownloadDownloadDownload, or click CreateCreateCreateCreate.

168. STEP 1: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab. Click EEEE----mail Mergemail Mergemail Mergemail Merge.

169. STEP 1: SET UP YOUR PUBLICATION
Add the text and graphics that you want to appear on your email
message.

170. STEP 2: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Select from Outlook ContactsSelect from Outlook ContactsSelect from Outlook ContactsSelect from Outlook Contacts.
If you have more than one account in Outlook, click the
contacts list that you want to use, and then click OKOKOKOK.

171. STEP 2: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

172. STEP 3: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages.
Type a subject line for your message in the SubjectSubjectSubjectSubject box, and
then click OKOKOKOK.

173. STEP 3: PREVIEW AND SEND
Finally, save yoursave yoursave yoursave your publicationpublicationpublicationpublication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

174. EMAIL MERGE WITH WORD AND
ANOTHER EMAIL PROGRAM
Step 1: Export your contact list
Step 2: Set up your Word doc
Step 3: Connect to your data
Step 4: Insert a greeting line
Step 5: Preview and send

175. STEP 1: EXPORT YOUR CONTACT LIST
Open the email website where you keep your contact list (for
example, hotmail.com or gmail.com).
Click ContactsContactsContactsContacts.
Click ExportExportExportExport, or click ManageManageManageManage and then click ExportExportExportExport.

176. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your .csv file might open in Excel automatically.
If the .csv file doesn’t open automatically, it’s good to open the
file in Excel and check your data.

177. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.
IMPORTANT:IMPORTANT:IMPORTANT:IMPORTANT: Be sure that the column of email addresses has a
column header that says E-mail address.

178. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Don’t worry if you have more column headers
than you need for your labels; Word will let you
choose the right ones.
Make sure the right data is in the correct column.

179. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

180. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
When your data is right, save any changes that
you’ve made to the .csv file and close Excel.

181. STEP 2: SET UP YOUR WORD DOC
Open the template that you want to use for your flyer or newsletter, or
open a new document.
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click EEEE----mail Messagesmail Messagesmail Messagesmail Messages.

182. STEP 2: SET UP YOUR WORD DOC
Add the text and graphics that you want to appear in the email.

183. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your .csv file.
Click OpenOpenOpenOpen.

184. STEP 3: CONNECT TO YOUR DATA
Click Edit RecipientEdit RecipientEdit RecipientEdit Recipient ListListListList to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

185. BEST PRACTICE
Click Match FieldsMatch FieldsMatch FieldsMatch Fields to confirm that your column headings match
the column headings that Word will look for during the merge.
If they don’t match, you can map them.
For more information, see Use mail merge to send personalized
e-mail messages to your e-mail address list.

186. STEP 4: INSERT A GREETING LINE
Click where you want to add personalized information—for
example, a greeting line to each recipient of your email
message.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Greeting LineGreeting LineGreeting LineGreeting Line.
Choose the format that you want for your greeting, and then
click OKOKOKOK.

187. STEP 4: INSERT A GREETING LINE
To change the font, size, or color of your greeting line, select
the entire field code, including the chevrons on each end.
Then choose the font, size, and color that you want in the FontFontFontFont
group on the HomeHomeHomeHome tab.

188. STEP 5: PREVIEW AND SEND
To see all your messages, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
You can use the arrows to click through the results.

189. GOTCHAALERT
Your document will be sent in the body of the email message,
so readers don’t need to have Word installed on their
computers.
When you click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages, you’ll be prompted to
provide a subject line.
When you click OKOKOKOK, your email messages will be sent
automatically.

190. STEP 5: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messages.mail Messages.mail Messages.mail Messages.
Type a subject line for your message in the Subject lineSubject lineSubject lineSubject line box,
and then click OKOKOKOK.

191. STEP 5: PREVIEW AND SEND
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome
button to return to the beginning.

192. EMAIL MERGE WITH PUBLISHER AND
ANOTHER EMAIL PROGRAM
Step 1: Export your contact list
Step 2: Set up your publication
Step 3: Connect to your data
Step 4: Preview and send

193. STEP 1: EXPORT YOUR CONTACT LIST
Open the email website where you keep your contact list (for
example, hotmail.com or gmail.com).
Click ContactsContactsContactsContacts.
Click ExportExportExportExport, or click ManageManageManageManage and then click ExportExportExportExport.

194. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your .csv file might open in Excel automatically.
If the .csv file doesn’t open automatically, it’s good to open the
file in Excel and check your data.

195. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Your column headers in Excel will become the fields in the
labels that mail merge will fill in automatically.

196. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
Don’t worry if you have more column headers
than you need for your labels; Word will let you
choose the right ones.
Make sure the right data is in the correct column.

197. GOTCHAALERT
If you have a field for ZIP codes, make sure you change the
column format to text, Otherwise Excel will strip out any zeros
that begin a ZIP code.

198. BEST PRACTICE: CHECK YOUR DATA IN
EXCEL
When your data is right, save any changes that
you’ve made to the .csv file and close Excel.

199. STEP 2: SET UP YOUR PUBLICATION
Open Publisher.
Click NewslettersNewslettersNewslettersNewsletters or click FlyersFlyersFlyersFlyers.

200. STEP 2: SET UP YOUR PUBLICATION
Click the template that you want to use.
Click DownloadDownloadDownloadDownload, or click CreateCreateCreateCreate.

201. STEP 2: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab. Click EEEE----mail Mergemail Mergemail Mergemail Merge.

202. STEP 2: SET UP YOUR PUBLICATION
Add the text and graphics that you want to appear the same way
on each email message that you send.

203. STEP 3: CONNECT TO YOUR DATA
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients.
Click Use Existing ListUse Existing ListUse Existing ListUse Existing List.
Browse to your .csv file.
Click OpenOpenOpenOpen.

204. STEP 3: CONNECT TO YOUR DATA
The Mail Merge RecipientsMail Merge RecipientsMail Merge RecipientsMail Merge Recipients dialog box opens.
This is your chance to fine-tune your list.
Clear the check boxes next to any names you don’t want to
include. Or use filtering.

205. STEP 4: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messages.mail Messages.mail Messages.mail Messages.
Type a subject line for your message in the SubjectSubjectSubjectSubject box, and
then click OKOKOKOK.

206. STEP 4: PREVIEW AND SEND
Finally, save your publicationsave your publicationsave your publicationsave your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com

207. EMAIL MERGE WITH WORD AND A NEW
CONTACTS LIST
Step 1: Prepare your Word doc
Step 2: Create your contacts list
Step 3: Insert a greeting line
Step 4: Preview and send

208. STEP 1: SET UP YOUR WORD DOC
Click on the MailingsMailingsMailingsMailings tab and click Start Mail MergeStart Mail MergeStart Mail MergeStart Mail Merge.
Then click EEEE----mail Messagesmail Messagesmail Messagesmail Messages.

209. STEP 1: SET UP YOUR WORD DOC
Add the text and graphics that you want to appear in the email
message.

210. STEP 2: CREATE YOUR CONTACTS LIST
TIPTIPTIPTIP: You can move between the columns by clicking or by
pressing TABTABTABTAB
Click New EntryNew EntryNew EntryNew Entry, and continue with the next contact.
Repeat for all your contacts, and then click OKOKOKOK.

211. STEP 2: CREATE YOUR CONTACTS LIST
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients. Click Type New ListType New ListType New ListType New List.
In the New Address ListNew Address ListNew Address ListNew Address List dialog box, enter your first contact.

212. STEP 3: INSERT A GREETING LINE
Click where you want to add personalized information—for
example, a greeting line to each recipient of your email
message.
On the MailingsMailingsMailingsMailings tab, in the Write & Insert FieldsWrite & Insert FieldsWrite & Insert FieldsWrite & Insert Fields group, click
Greeting Line.Greeting Line.Greeting Line.Greeting Line.
Choose the format that you want for your greeting, and then
click OKOKOKOK.

213. STEP 3: INSERT A GREETING LINE
To change the font, size, or color of your greeting line, select
the entire field code, including the chevrons on each end.
Then choose the font, size, and color that you want in the FontFontFontFont
group on the HomeHomeHomeHome tab.

214. STEP 4: PREVIEW AND SEND
To see all your messages, click Preview ResultsPreview ResultsPreview ResultsPreview Results.
You can use the arrows to click through the results.

215. GOTCHAALERT
Your document will be sent in the body of the email message,
so readers don’t need to have Word installed on their
computers.
When you click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages, you’ll be prompted to
provide a subject line.
When you click OKOKOKOK, your email messages will be sent
automatically.

216. STEP 4: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messagesmail Messagesmail Messagesmail Messages.
Type a subject line for your message in the Subject lineSubject lineSubject lineSubject line box,
and then click OKOKOKOK.

217. STEP 4: PREVIEW AND SEND
Finally, save your documentsave your documentsave your documentsave your document.
The data will remain connected to your document, so that you
can use it again.
The next time you open the document, Word will ask whether
you want to keep that connection.
Click YesYesYesYes to open the document, and then you’re ready to run
another mail merge.

218. EMAIL MERGE WITH PUBLISHER AND A
NEW CONTACTS LIST
Step 1: Set up your publication
Step 2: Create your contacts list
Step 3: Preview and send

219. STEP 1: SET UP YOUR PUBLICATION
Open Publisher.
Click NewslettersNewslettersNewslettersNewsletters or click FlyersFlyersFlyersFlyers.

220. STEP 1: SET UP YOUR PUBLICATION
Click the template that you want to use.
Click DownloadDownloadDownloadDownload, or click CreateCreateCreateCreate.

221. STEP 1: SET UP YOUR PUBLICATION
Click the MailingsMailingsMailingsMailings tab. Click EEEE----mail Mergemail Mergemail Mergemail Merge.

222. STEP 1: SET UP YOUR PUBLICATION
Add the text and graphics that you want to appear in the email
message.

223. STEP 2: CREATE YOUR CONTACTS LIST
Click Select RecipientsSelect RecipientsSelect RecipientsSelect Recipients. Click Type New ListType New ListType New ListType New List.
In the New Address ListNew Address ListNew Address ListNew Address List dialog box, enter your first contact.

224. STEP 2: CREATE YOUR CONTACTS LIST
TIP: You can move between the columns by clicking or by
pressing TABTABTABTAB
Click New EntryNew EntryNew EntryNew Entry, and continue with the next contact.
Repeat for all your contacts, and then click OKOKOKOK.

225. STEP 3: PREVIEW AND SEND
Click Finish and MergeFinish and MergeFinish and MergeFinish and Merge, and then click Send ESend ESend ESend E----mail Messages.mail Messages.mail Messages.mail Messages.
Type a subject line for your message in the SubjectSubjectSubjectSubject box, and
then click OKOKOKOK.

226. STEP 3: PREVIEW AND SEND
Finally, save your publicationsave your publicationsave your publicationsave your publication.
The data will remain connected to your publication, so that you
can use it again.
The next time you open the publication, Publisher will ask
whether you want to keep that connection.
Click YesYesYesYes to open the publication, and then you’re ready to run
another mail merge.
You’re done! Close this presentation, or click the HomeHomeHomeHome button
to return to the beginning.
More help at office.com