Create a Mail Merge Letter in Microsoft Word 2003

Create a Mail Merge Letter in Microsoft Word 2003

In Microsoft Word 2003

In the menus, Click on Tools > Letters and Mailings > Mail Merge

A wizard will appear in your task pane with step by step questions.

Step 1: Choose your document type (in this example, letter), go to the bottom and press Next: Starting Document

Step 2: If you have already typed up your letter and opened it or are going to type it at this time, choose:

Use the current document.
Otherwise, choose Start from a template (Using one of Microsoft Office's built in templates)
Or Start from existing document (document you've created previously but do not have open).

Press Next: Select Recepients

Step 3: Choose your information source file (recepients). You have 3 choices here

Use an existing list. You would do this if you have already created the list in excel, word, notepad, etc.
Select from Outlook contacts. Your data is stored in Outlook. This data does not have to be just email addresses. Outlook can store mailing addresses as well.
Type a new list you haven't created the list yet, but can do so easily.

If you are using an existing list, you will need to Browse for it. Once the list is selected, press Next: Write your letter

Step 4: Write your letter.

This is where you add the fields to your letter. Place your curser where the information will be merged into your letter.

Address Block will add the person's name and mailing address information to the document in a block. This is great for business letter standards where the recepient's information is placed at the top of the document. This is also helpful for creating envelopes.
Greeting line behaves exactly as you would expect. You can choose the type of built in greeting that will be used in your letter.
More items will be used if you have specific information you would like in the letter. Example, you want the person's first name in the body of the letter for personalization.

Once your letter is complete, press Next: Preview your letters

Step 5: Previewing the letter.

This step can be skipped if you like. It allows you to flip through the letters to ensure all of the information is correct. Once you are done press Next: Complete the merge

Step 6: This is your final step. It is recommended you press Edit individual letters before printing. This creates one large file with all of your lettes in one. OIT Computer Training recommends this procedure for insuring all letters desired are printed.