A Letter to Many Recipients with Microsoft Word

My boss did ask me to made meeting invitations to all sales division employees yesterday. And I made it with Microsoft Word but I did not want to make it one by one manually because it will take times. So, I think I will make it with mail merge. Mail merge is one of Microsoft Word features that very help the users.

I’ll share it with you:

1. Open Microsoft Word, you can open it by Start -> All Programs -> Microsoft Word

or Start -> Run menu and type winword in box then click OK button.

2. When Microsoft Word is opened, write your main letter first.

3. If you are finish to write the letter and then save it, you can click the disk icon on toolbar

or click File -> Save menu

and then type file name as you wish for this letter.

4. Then click Tools -> Letters & Mailings -> Mail Merge Wizard… menu.

5. Leave Letter is chosen as Select document type option, and then click Next: Starting document where locate on right sidebar.

6. Choose Use the current document value on Select starting document option section and then click Next: Select Recipients.

7. Choose Type a new list value on Select recipients option section (except you has an existed list) and click Create… and then click Next: Write your letter link.

8. You can start to fill recipient data directly or you can customize field first, the way is click Customize button.

9. Just click the field name that you want to remove and then click Delete button on Customize Address List window

then if you get a delete confirmation message box just click Yes button. Otherwise, If you want add the field just click Add button.

10. After you get your wish field collections, click OK button.

11. Start to fill data list recipient one by one, as note if you finish with one data to save it just click New Entry button or just close the New Address List window and it will save automatically.

12. After all entries are filled, click Close button then you’ll ask to give file name of your list, just type it.

13. After it has saved, you will bringing to Mail Merge Recipients window, you can choose the recipient with check the name recipient, click OK when you’re finished.

14. And click Next: Write you letter at sidebar.

15. Locate your mouse cursor to place where you want to put your recipient name and then click Insert Merge Field at mail merge toolbar and make sure you’re choosing the right field.

Just you should put it one by one until all fields are inserted on the right spot.

16. If you want preview the recipient list at your document, click icon on mail merge toolbar.

and you will see it soon. You can to navigate it by click arrow icon on mail merge toolbar.

17. At the last if you want print the invitation just click printer icon that located at mail merge toolbar.

18. You will confirm which record that you want printed; if you want print all recipients just click All option.

19. And just set your printer on Printer dialog.

(article no:0040)

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