This article describes how to use the Mail Merge feature to create form letters in Microsoft Word.

For additional information about performing other types of mail merges, merging with other types of data, and problem solving, review the list of articles in the References (http://support.microsoft.com/?scid=14) section.

For a description of the terms used in this article, see the Glossary (http://support.microsoft.com/?scid=13) section.

The following procedure describes how to create a form letter, attach it to a data source, format it, and merge the documents.

Getting started

Start a mail merge.

Word 2002

On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

Word 2003

On the Tools menu, click Letters and Mailings, and then click Mail Merge.

Step 1 of 6: Select document type

1.	In the Mail Merge task pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives.
2.	Click Next: Starting Document.

Step 2 of 6: Select starting document

1.	Choose one of the following three options: • Use Current document: Use the currently open document as your main document. • Start from a template: Select one of the ready-to-use mail merge templates. • Start from existing document: Open an existing document to use as your mail merge main document.
2.	In the Mail Merge task pane, click Next: Select recipients.

Step 3 of 6: Select recipients

When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source.

Method 1: If you are using an existing data source

To use an existing data source, follow these steps:

1.	In the Mail Merge task pane, click Use an existing list.
2.	In the Use an existing list section, click Browse.
3.	In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open. Note If the data source is not listed in the list of files, choose the appropriate drive and folder. If necessary, select the appropriate option in the Files of type list. Select the file, and then click Open. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to.
4.	Click OK to return to the main document. Notice the Mail Merge toolbar.
5.	Save the main document. When you save the main document at this point, you are also saving the data source and attaching it to the main document.
6.	Type the name that you want to give your main document, and then click Save.

Method 2: If you are using names from an Outlook Contacts List

To use an Outlook Contact List, follow these steps:

1.	In the Mail Merge task pane, click Next: Select Recipients.
2.	Click Select from Outlook Contacts.
3.	In the Select from Outlook Contacts section, click Choose from Outlook Contacts.
4.	In the Select Contacts List Folder dialog box, select the Outlook Contacts folder that you want, and then click OK. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want.
5.	Click OK to return to the main document.

Method 3: If you are typing the names and addresses for the first time

To create a new database, follow these steps:

1.	In the Mail Merge task pane, click Next: Select Recipients.
2.	Click Type a new list.
3.	Click Create. The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank. By default, Word skips blank fields, so the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record.
4.	After you type the information for a record, click New Entry to move to the next record. To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To filter or sort your records, click Filter and Sort. Note If you want to customize your address list, click Customize. In the Customize Address List dialog box, you can add, delete, rename, and reorder the merge fields.
5.	In the New Address List dialog box, click Close. In the Save Address List dialog box, type the name that you want to give your data source in the File name box, and then click Save.
6.	In the Mail Recipients dialog box, make any changes that you want, and then click OK.
7.	Click Next: Write your letter to finish setting up your letter. The Mail Merge toolbar is displayed.
8.	Save the main document. When you save the main document at this point, you are also saving the data source and attaching it to the main document.
9.	Type the name that you want to give your main document, and then click Save.

To proceed to the next step, click Next: Write your letter.

Step 4 of 6: Write your letter

In this step, you set up your main document.

1.	Type or add any text and graphics that you want to include in your letter.
2.	Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have five options: • Address Block: Use to insert a formatted address. • Greeting Line: Use to insert a formatted salutation. • Electronic Postage: Use to insert electronic postage. Note This option requires that you have a postage software program installed on your computer. • More Items: Insert individual merge fields. When you click More Items, the Insert Merge Field dialog box appears. Make sure that your cursor is where you want to insert the information from your data source before you click More Items. In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert. Note You can insert all of your fields and then go back and add any spaces or punctuation. Or, you can insert one field at a time, close the Insert Merge Fields dialog box, add any spaces or punctuation that you want, and then repeat this step for each additional merge field that you want to insert. You can also format (apply bold or italic formatting to) the merge fields, just like regular text.
3.	When you finish editing the main document, click Save or Save As on the File menu. Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters.

Step 5 of 6: Preview your letters

This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letters.

To proceed to the next step, click Next: Complete the merge.

Step 6 of 6: Complete the merge

This step merges the variable information with the form letter. You can output the merge result by using either of the following options:

1.	Print: Select this option to send the merged document directly to the printer. You will not be able to view the document on your screen. When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. Click Print to print the merge document.
2.	Edit individual letters: Select this option to display the merged document on your screen. When you click Edit individual letters, the Merge to New document dialog box appears. In the Merge to New document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document. To print the file, click Print on the File menu.