Step 1: Open or create the main document

1. Do one of the following: 
   • Open an existing letter.
   • Create a new letter.

2. On the Tools menu, click Mail Merge.

3. Under Main document, click Create, and then click Form Letters.

4. Click Active Window.

The active document becomes the main document

Step 2: Open or create the data source

1. Under Data Source, click Get Data, and then click Open Data Source.

2. In the Open Data Source dialog box, open the folder that contains your Microsoft Excel workbook.
3. In the Files of type box, click MS Excel Worksheets (*.xls).
4. Double-click the workbook that contains your data.

5. In the Microsoft Excel dialog box, select Filter Database then click OK.

6. Select Edit Main Document to insert merge fields into your main document.

Step 3: Edit the main document and insert merge fields

1. In the main document, type the text that you want to appear in every form letter.
2. Insert merge fields where you want to merge names, addresses, and other data from the data source. To insert a merge field, click in the main document, click Insert Merge Field on the Mail Merge toolbar, and then click the field name you want.

Merged selections will appear as shown to the left.

Tip:     If you do not see the Insert Merge Field option on the toolbar, click on the downward arrow at the end of the toolbar and select Add or Remove Buttons.  Click on Insert Merge Field option and it will appear in the toolbar. 

3. After you complete the main document and insert all of the merge fields, click Save As on the File menu. Name the document, and then click Save.

Step 4: Merge the data into the main document

1. On the Tools menu, click Mail Merge.
2. If you want to specify the order in which data is merged, or to merge only part of the data, then you can sort and select data records to merge by clicking on the Query Options button.
3. If you want to see how the merged data will appear, then you can preview the merged documents.

• Click anywhere in the main document, and then click View Merged Data Icon on the Mail Merge toolbar.  Microsoft Word displays information from the first data record in place of the merge fields.
• To view information from other data records, click the arrow buttons on the Mail Merge toolbar, or type a record number in the Go to Record box and  press ENTER.

4. In the Mail Merge Helper dialog box, click Merge under Merge the data with the document.
5. Do one of the following: 
   • Send the merged letters directly to a printer. In the Merge to box, click Printer, and then click Merge.
   • Store the merged letters in a new document, so you can review, edit, and print them later.
   • Distribute the merged letters to e-mail addresses or fax numbers.

Filtered Spreadsheets

Tip:  You can filter the list in Microsoft Excel and then select the same fields from Query Options in the Merge Field box.

Follow these steps:

Open blank Word document

Select Tools, Mail Merge.

Click Create, Form Letters

Select New Main Document

Select Get Data, Open Data Source

Select Excel File.  When Excel spreadsheets opens, filter on desired criteria.  Minimize.

Select Filter Database from the Microsoft Excel dialog box.

Select New Main Document.

Select Form Letter Option.

Select Merge Fields.

Click on Merge..

Select Query Options from the Merge dialog box.

Set same criteria as filtered in the spreadsheet.   

(i.e. If spreadsheet is filtered for certified employees, select the same criteria in the Query citeria.)   

1. Save and close the Excel Workbook that contains the list you want to merge with a document in Word.
2. Switch to Microsoft Word.

1. If you are starting a new document or printing mailing labels or envelopes, open a new blank document.

4. On the Tools menu in Word, click Mail Merge.

5. Click Create, and select the type of document.

(i.e. Mailing Labels)

• 6.      Select New Main Document .

7. Click Get Data, and then click Open Data Source.

8. In the Open Data Source dialog box, open the folder that contains your Microsoft Excel workbook.
9. In the Files of type box, click MS Excel Worksheets (*.xls).
10. Double-click the workbook that contains your data.

11. In the Microsoft Excel dialog box, select Filter Database then click OK.

Tip:  Always select Filter Database for AS400 Excel Spreadsheets to display titles of columns.  

12. Select  New Main Document.

13. Label Options screen will display.  Select type of labels to be printed.
14. Click on Details button to modify settings of labels.          (i.e. margins, etc.).          Click OK.

Tip:  Select 5160 – Address to print 3 labels across and 10 labels down on 8 ½ by 11.

15. Click Insert Merge Field, and then select the options for your labels.

 (i.e.  First Name, Last Name, etc.)

Note:  Display names as they need to appear on the label.     Press Enter key after Name fields and Address fields.  Insert comma after City.  Space to enter State.  Space several times to enter Zip Code.

Fields willl display as shown to the right.

  Click OK when completed.

16. Select Merge.

17. The Merge Dialog box appears.  If no other changes, simply select Merge.

Names will display in the main document as shown.     

Do one of the following:

• Send the merged labels directly to a printer. Click Printer in the Merge to box, and then click Merge.
• Store the merged labels in a new document, so you can review, edit, and print them later.

Filtered Spreadsheets

Tip:  You can filter the list in Microsoft Excel and then select the same fields from Query Options in the Merge Field box.

Follow these steps:

Open blank Word document

Select Tools, Mail Merge.

Click Create, Mailing Labels

Select New Main Document

Select Get Data, Open Data Source

Select Excel File.  When Excel spreadsheets opens, filter on desired criteria.  Minimize.

Select Filter Database from the Microsoft Excel dialog box.

Select New Main Document.

Select Label Options.

Select Merge Fields.

Click on Merge..

Select Query Options from the Merge dialog box.

Set same criteria as filtered in the spreadsheet.   

(i.e. If spreadsheet is filtered for certified employees, select the same criteria in the Query citeria.)