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On this page: • • Word 2011 or 2008 • Open a new, blank document. • From the Tools menu, select Mail Merge Manager. • In section 1 of the Mail Merge Manager, labeled 'Select Document Type', click Create New. • Select the kind of of file you wish to create from the following types: • Form letters • Mailing labels • Envelopes • Catalog If you selected either Labels. Or Envelopes., a dialog box will appear asking you to set up the format that will be used in the data merge. Select the format that you want to use, and click OK. • Move on to section 2 of the Mail Merge Manager, labeled 'Select Recipients List'.
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This section deals with your source document, which stores the data for insertion into your main document. Click Get List, and select New Data Source. • The window that pops up contains a list of placeholders that you can use in your main document. A placeholder is a particular type of information, such as a city name or zip code as part of an address label, or an individual's name as part of a phone book. You may remove any of these placeholders by selecting the one you wish to delete and clicking Remove Field Name.
Additionally, you may add a field by entering a name of your choice for the file into the 'Placeholder list' box, and then clicking Add Placeholder >. • When you are finished adding and/or removing placeholders, click OK to continue. The program will ask you to save your source file. To do this, in the 'Save As' box, enter a name for the file and click Save. • After you save your source file, you will see a dialog box titled Data Form. Enter the data you wish to merge into the fields in this box.
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After you have entered all the information for one record, click Add New or press the Return key to add additional records. When you have entered all the records, click OK. • Depending on what type of mail merge you chose in step 4, either you will see a new window pop up or you will be returned to your main document.
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In either case, this is when you decide which fields to include in your main document and where you want them to appear. For form letters, catalogs, and envelopes, drag items from the 'Insert Placeholders' area of the Data Merge Manager to your main document.