Using MailMerge 2002--Steps

Begin with the left end of the Mail Merge Toolbar and use the icons you need as you work your way across the toolbar to the right.  

1. Start Word.
2. Click ViewàToolbarsàMail Merge. This adds the Mail Merge toolbar to your window, right above your document.

Main Document

3. Open the Main Document. This is the letter, label or document with content that will not change. Grandma called it “boilerplate.”
4. Click the first icon on the left of the Mail Merge toolbar. This displays the Main document setup dialog box.
5. Select the document type that describes your main document, and then click OK.

Data Source

6. Click the next icon to Open Data Source. This is the document that contains the variables or things that will change in each merged document.

 Examples might be name, address, or phone number. Selecting the Data Source links it to the Main Document so that you can Insert Merge Fields. Merge Fields are empty containers that hold a different set of information (variables) for each document. You can look at the recipients or variables by clicking the third button, Mail Merge Recipients.

Merge Fields

7. Position the mouse pointer where you want the first Merge Field to appear in your Main Document and click. Make sure the cursor is blinking.
8. Click the Insert Merge Field button and select the appropriate field from your Data Source field list. Click Insert, and then Close the Insert Field dialog box.
9. Repeat step 8 until all the fields that you need are inserted.

NOTE: You will need to enter spaces and punctuation in items such as addresses as you go.

Perform the Merge

10. You can choose to Check for Errors, Merge to New Document, Merge to Printer, Merge to E-Mail (not recommended), or Merge to Fax (not recommended). Even the Merge to Printer choice runs the risk of wasting a lot of paper. Check for Errors allows you to stop every time a problem is encountered so you can fix it, and Merge to New Document allows you to inspect the merge before printing.