Mail merge is a useful feature in MS Word 2021 that allows you to create personalized documents such as form letters, labels, and envelopes. By using mail merge, you can automatically insert data from a data source such as an Excel spreadsheet, an Access database, or a text file into your document. In this article, we will explore how to create mail merge documents in MS Word 2021.
Step 1: Prepare Your Data Source
Before you begin, you will need to have a data source such as an Excel spreadsheet, an Access database, or a text file. Your data source should contain the information you want to insert into your document, such as names and addresses. Make sure your data source is formatted correctly, and the column headers match the merge fields you want to use in your document.
Step 2: Create Your Document
Next, you will need to create your document. You can use any type of document such as a form letter, a label, or an envelope. In your document, you should include the merge fields that correspond to the columns in your data source. For example, if your data source has a column called “First Name,” you would insert a merge field in your document called “First Name.”
Step 3: Start the Mail Merge
To start the mail merge process, follow these steps:
- Click on the Mailings tab on the Ribbon.
- Click on the Start Mail Merge button.
- Select the type of document you want to create, such as a form letter or a label.
- Select the data source you want to use.
Step 4: Insert Merge Fields
After you select your data source, you can insert merge fields into your document. To insert merge fields, follow these steps:
- Click on the Insert Merge Field button on the Mailings tab.
- Select the merge field you want to insert.
Step 5: Preview and Complete the Mail Merge
After you have inserted your merge fields, you can preview your document to ensure it looks correct. To preview your document, follow these steps:
- Click on the Preview Results button on the Mailings tab.
- Use the arrows to navigate through the records in your data source.
Once you have reviewed your document, you can complete the mail merge. To complete the mail merge, follow these steps:
- Click on the Finish & Merge button on the Mailings tab.
- Select the type of merge you want to perform, such as printing or emailing.
Mail merge is a useful feature in MS Word 2021 that allows you to create personalized documents with ease. By following these steps, you can create mail merge documents in MS Word 2021 that save you time and effort while creating professional-looking documents.
