Mail Merge in Word 2007

Word 2007 Mail Merge

Let’s say you have a mailing to do that consists of 100 envelopes. Do you really want to manually address each envelope? I know I wouldn’t. Word has a feature called Mail Merge to help with these types of things.

In order to use the Mail Merge function you need to create a “data” file. Keeping with the example of addressing 100 envelopes, you would create an Excel spreadsheet and in the spreadsheet you would enter in the data you want to appear on the envelopes. First name, Last name, address, city, state, zip code, etc…

Let’s do that step. Open Excel. Type First Name in cell 1A, in cell 1B type Last Name, in cell 1C type Address, in cell 1D type City, in cell 1E type State, in cell 1F type Zip Code. These fields will now be referred to as the HEADERS. When this is done fill in one envelope addressee per row. See example below:

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Once you have finished typing your 100 names/addresses, you will save the Excel file. Make sure you save it in an easy location to find with a logical filename, such as Christmas Letter Data File.

Now we can start the actual Merge.

Follow the steps below to create your envelopes:

1. Open a new document in Word

2. Click the Mailings Tab at the top of the window

3. Click Start Mail Merge and then click Envelopes

4. Choose the size of envelope you are using and click OK

5. Click Select Recipients and choose use existing list

6. Navigate to where your Excel file is and open it

7. Specify your address elements

8. Click OK

9. In the Recipient Address Area on the envelope put your mouse where you want the address to go and click one time.

10. At the top of the window click Address Block

11. Then click Finish and Merge—choose edit individual documents

12. Click all and OK

Your mail merge should show on your screen as individual envelopes with the Addresses filled in. You are done! All you need to do at this point is print your envelopes!

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