If you have a document that contains the boilerplate text that you want to use, open it.The procedure for creating merged envelopes or labels is similar. The following procedure demonstrates how to create a form letter, attach it to a data source, format it, and merge the documents. The mail merge process has four main steps: This set of information makes up one data record. Each data record is made up of one or more fields, depending on how much variable information you have for each individual. The data records contain the individualized information. It contains the field names that identify the variable information. The header row is the first item in the data source. The data source is set up with a header row (also called a header record) and data records. For example, the data source can be a Microsoft Excel worksheet, a Microsoft Access database, or a comma-separated variable (CSV) file. Most of the time, you can store your data in a Word document however, Word also recognizes other formats. The data source contains the information (such as names, addresses, and phone numbers) that varies with each version of the document. The result is the merged document that contains the combination of boilerplate text and variable information. When you merge the information in the data source with the main document, the variable information replaces the merge fields with the individualized information. In the main document, you insert special instructions, called merge fields, to indicate where you want the variable information to appear. The main document contains the boilerplate text and graphics that you want in every version of the merged document. The merged document that contains the combination of boilerplate text and variable information.The data source that contains the variable information: a list of names and addresses, for example.The main document also determines the format of the resulting merged document for example, form letter, envelopes, or labels. The main document that contains the boilerplate information: text and graphics.There are three main components to a mail merge: This way, you can have documents that are almost exactly the same: the substance of the documents is the same for every customer, yet each document is customized to a particular individual in your database. With mail merge you can merge boilerplate information (such as a form letter) with variable information (such as a database of names and addresses of customers). Step 1: Open or Create the Main Documentįor additional information about performing other types of mail merges, merging with other types of data, and problem solving, review the list of articles on.

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