How to Use Mail Merge in Microsoft Word

Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail Merge, you can easily customize form letters for individual recipients. Mail merge is also used to create envelopes or labels in bulk.

This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.

  1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge group, click Start Mail Merge.
    Start Mail Merge

  2. Click Step-by-Step Mail Merge Wizard.
    Step-by-Step Mail Merge Wizard

  3. Select your document type. In this demo we will select Letters. Click Next: Starting document.
    Select Document Type

  4. Select the starting document. In this demo we will use the current (blank) document. Select Use the current document and then click Next: Select recipients.
    Select Starting Document
    • Note that selecting Start from existing document (which we are not doing in this demo) changes the view and gives you the option to choose your document. After you choose it, the Mail Merge Wizard reverts to Use the current document.

  5. Select recipients. In this demo we will create a new list, so select Type a new list and then click Create.
    Select Recipients
    • Create a list by adding data in the New Address List dialog box and clicking OK.
      New Address List Dialog Box

    • Save the list.

    • Note that now that a list has been created, the Mail Merge Wizard reverts to Use an existing list and you have the option to edit the recipient list.
      Edit Recipient List

    • Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you can edit the list and select or unselect records. Click OK to accept the list as is.
      Mail Merge Recipients Dialog Box

    • Click Next: Write your letter.
      Next: Write Your Letter

  6. Write the letter and add custom fields.
    • Click Address block to add the recipients' addresses at the top of the document.
      Address Block

    • In the Insert Address Block dialog box, check or uncheck boxes and select options on the left until the address appears the way you want it to.
      Insert Address Block Dialog Box
    • Note that you can use Match Fields to correct any problems. Clicking Match Fields opens up the Match Fields dialog box, in which you can associate the fields from your list with the fields required by the wizard.
      Match Fields Dialog Box

  7. Press Enter on your keyboard and click Greeting line... to enter a greeting.
    Greeting Line

  8. In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-down arrows and selecting the options of your choice, and then click OK.
    Insert Greeting Line Dialog Box

  9. Note that the address block and greeting line are surrounded by chevrons (« »). Write a short letter and click Next: Preview your letters.

  • Preview your letter and click Next: Complete the merge.
    Preview Letter

  • Click Print to print your letters or Edit individual letters to further personalize some or all of the letters.
    Print or Edit
  • Related Video

    Author: Dave Dunn

    Dave Dunn, Webucator’s CEO, joined Webucator in 2009 after serving as a CFO and COO for numerous small and medium-sized companies, including Summit Software Company, Insight Research Group, Avalon Consulting, and HealthcareOne. Dave received his Bachelor of Arts from Hamilton College and his MBA from Syracuse University. He has served as Chairman of the Board of the Montessori School of Syracuse since 2001.

    About Webucator

    Webucator provides instructor-led training to students throughout the US and Canada. We have trained over 90,000 students from over 16,000 organizations on technologies such as Microsoft ASP.NET, Microsoft Office, Azure, Windows, Java, Adobe, Python, SQL, JavaScript, Angular and much more. Check out our complete course catalog.