In this tutorial we will look at the step-by-step instructions on how to do a mail merge using Word 2007.
First let’s start by opening up the Word document that we will be merging with our database. By default, Word will open with the Home tab selected. Select the Mailing tab instead, and you will see an icon on the line below (left) that says Select Recipients. Click on that and from the drop down options, choose Use Existing List.
This will then open up the Data Source window, where you simply browse and select the database that you wish to merge to your document
Now that we have selected out data source, it’s time to place the data on the document. I will be inserting the address fields in a text box. This is quite important as it will stop the letter text from jumping up and down depending on the different amount of address fields for each particular recipient. (Some addresses are 4 lines and some may be 9 or more) To insert a text box, select the Insert tab, (next to the Home tab) and then click on the Text Box icon. From the drop down choices, choose Text Box which will be at the bottom.
Now, click and Drag a rectangle shape to incorporate the address fields. Remember that some address lines may be quite long, so bear that in mind.
Now to insert the merged data, choose the Mailings tab and click on the Insert Merge Field icon. You should now be able to see the address fields from your data file.
Now insert the address fields one-by-one hitting return after each field. In mine, I have title, first, last on one line in the main address at the top, as I want the full name to show through the window of the envelope (eg. Mr A B Sample).
Note: If you suddenly find that your spacing has gone crazy, highlight the inserted address lines, and choose Paragraph. In the next window that opens, make sure that the spacing Before and After are set to zero and Line Spacing is also set to Single and not 1.5 lines, Double or Multiple etc. Then hit OK.
Now let’s get rid of the line around the Text Box as we don’t want that showing.
Double click on the text box (anywhere on the black lines) and then, on the options that will show (under the format heading that will automatically be selected) choose the Shape Fill icon and from the drop down options, choose No Fill.
Now choose the Shape Outline icon and from the drop down options, choose No Outline.
Now just add your salutation nest to the Dear (eg. title, last, or whatever you want to go there, and add your date. You can place the date in a text box if you want. I normally do as I like to be able to adjust most parts of the letter before proofing and printing. I have already inserted a scanned signature (.jpg) above the name and below the Kind regards to make it more professional at the bottom of the letter.
Now let’s see what it looks like live. Select the Mailings tab again, and choose Preview Results. When you click this on and off, you will see the first live record. Skip through a few live ones, to check that your letter isn’t moving up and down (this shouldn’t happen as we have inserted the merged address data into a separate text box) by clicking on the left and right arrows next to the record number.
Now, hopefully everything is ready to print. Simply select the Finish and Merge icon and choose Print Documents from the drop down options and hit OK.
That’s it. I know that there are a lot of other things that you may wish to add to your letter, and to be honest, we add about 5 or 6 text boxes containing various fields in most of them like, Mailsort No’s, sequential page numbers, variable data in the lettertext etc, but this is a basic look at how to do a merge in Word 2007.
I hope this helped, but if you have any questions at all, then feel free to ask them below and I will get back to you as soon as I can.