Mail Merging is the process of combining a main document (template) with a data source to generate personalised documents such as letters, envelopes, or labels.

Mail merge letters are used to send the same or similar documents to many different people. Since they contain the recipient’s name, address, and other information, mail merge letters feel more personal than letters that aren’t specifically addressed to anyone.


Setting Up Main Document:

All mail merges in Word require two files: a main document and a data source. The main document contains the text that is the same in all of the merged documents.


Steps to set up main document include: -

  1. Open MS Word and create a new document.
  2. Go to the ‘Mailings’ Tab.
  3. Choose “Start Mail Merge”. A list of document types appears (letter, envelope, label etc.).
  4. Select the type of main document you wish to use for the mail merge.

You’ve successfully set up the main document.


Creating Data Source:

The data source provides the information that is unique in mail merge. It provides the information that is unique to each recipient, such as their name and address.


Steps to create Data Source include: -

  1. In the “Mailings Tab”, click on “Select Recipients”.
  2. Choose “Use an existing list” or “Type a new list”.
  3. Enter or import data for your recipients.

You’ve successfully created the data source.


Merging a Document:

  1. In the “Mailings Tab”, select “Insert Merge Field” to insert fields from your data source into the main document.


Using Labels and Envelop Wizards:


For Label –

  1. Open Microsoft Word and navigate to the Mailings tab.
  2. In the Create group, click Labels.
  3. In the Envelopes and Labels dialog box, select the Labels tab.
  4. Enter the address text in the address box.
  5. Click Options, then select your label vendor and product number.
  6. Click OK to confirm the options.
  7. Select New Document to open a document with a table of your label template.


For Envelopes –

  1. Open Microsoft Word and navigate to the Mailings tab.
  2. In the Create group, click Envelopes.
  3. In the Delivery address box, type the mailing address.
  4. In the Return address box, type the return address.
  5. Click Options to select the envelope size and printing options.
  6. Click Print or Add to a new document to add the envelope to a new Word document.