Do you ever wonder how a business can send out thousands of letters with your first name in the letter and your address correctly printed on the envelope? It is likely they are performing a mail merge to quickly print customized documents with different information very quickly. Mail Merge features are found on the Mailings tab of Microsoft Word provides a variety of features to help the user quickly and with relative ease conduct a mail merge.
The Create group allows the user to create customized envelopes or sheets of address & name labels with one address. The create group should be used for simple mail merges where only one address is needed.
When the user selects Envelopes, an Envelopes and Labels dialog box will launch, and the user can insert the address for the specific envelope to be printed. When labels have selected the Envelopes and Labels dialog box will launch again and will allow the user to print out a single address in a specific label location on a page, or have the same address be added to every label.
Start Mail Merge
The Start Mail Merge Group icons are what allow the user to begin the mail merge process. The Start Mail Merge icon allows the user to select the type of document that is to be created with the mail merge process. Determine whether the mail merge is a letter, email message, envelopes, or labels. If Envelopes are selected, a new dialog box will launch allowing the user to customize the size of the envelopes being used. Finally, the user can launch the Step-by-Step Mail Merge wizard to help the user complete the mail merge.
The Select Recipients icon allows the user to select a file that contains a list of recipients that was previously created in Microsoft Excel or Access (existing list). If the user selects to create a new list, they can begin to insert the list of addresses and names in customized fields using Microsoft Word and an embedded Access document. The user can also use their Outlook contacts to create a list.
Finally, the Edit Recipient List icon allows the user to edit the list they had selected for a mail merge. Perhaps you had created a mail merge list to send out a newsletter to customers and just before printing, a new customer was added. You can add the customer using this command without changing the list in other locations.