When you open or create a data source by using the Mail Merge wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source (or Select recipients):
Method 1: Use an Existing Data Source
To use an existing data source, do the following:
1. In the Mail Merge task pane, click Use an existing list.
2. In the Use an existing list section, click Browse.
3. Select Data Source dialog box will appear.
4. In this dialog box, select the file that contains the variable information that you want to use and then, click Open button. If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file and then, click Open. MS-Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
5. Click OK to return to the main document.
6. Save the main document. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
7. Type the name that you want to give to your main document and then, click Save button.
Method 2: Use Names from a Microsoft Outlook Contacts List
To use an Outlook Contact List, do the following:
1. In the Mail Merge task pane, click Select from Outlook contacts.
2. In the Select from Outlook contacts section, click Choose Contacts Folder.
3. When the Select Contacts dialog box will be appear, select the Outlook contacts folder that you want and then, click OK button.
Note:
Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
4. Click OK to return to the main document.
Method 3: Database of Names and Addresses
To create a new database, do the following:
1. In the Mail Merge task pane, click on Type a new list.
2. In the Type a new list section, click Create… . The New Address List dialog box will appear. In this dialog box, enter the address information for each record. If there is no information for a particular field leave the box blank. By default, Word skips blank fields. Therefore, the merge is not affected, if blank entries are in the data form. The set of information in each form makes up one data record.
3. After you type the one full information for a record, click New Entry to move to the next record. To delete a record, click Delete Entry. To search for a specific record, click Find… . To customise your list, click Customize Columns… . In Customize Address List dialog box, you can add, delete, rename and reorder the merge fields.
4. Now, click OK button. Save Address List dialog box will appear. In this dialog box, type the name that you want to give to your data source in the File name box and then, click Save button.
5. Mail Merge Recipients dialog box will appear. In this dialog box, make any changes that you want and then, click OK.
6. Type the name that you want to give to your main document and then click Save button. To proceed to the next step, click Next: Write your letter to finish setting up your letter. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document.
