Mail merge tips

According to, mail merge is a software function describing the production of multiple (and potentially large numbers of) documents from a single template form and a structured data source. This helps to create personalized letters and pre-addressed envelopes or mailing labels for mass mailings from a database mailing list of names and addresses.

We encourage you to use the "Mail Merge Wizard."  Follow the instructions based on the program you're using.

• Word 2000/20003 – under Tools, Mail Merge;

• Word 2007 – under Mailings, Start Mail Merge;

• Publisher 2000/2003 – under Mail Merge;

• Publisher 2007 – under Tools, Mailing and Catalogs, Mail Merge

Steps to complete a mail merge:

Step 1: Choose a document type and main document

Step 2: Connect to a data file (spreadsheet or database) and select records

Step 3: Add fields to the main document

Step 4: Preview the merge and then complete it

Click here if you need further assistance with a Microsoft ® Word Mail Merge.

Click here if you need further assistance with a Microsoft ® Publisher Mail Merge.

Tip:  If completing a mail merge and the same address is printing on all documents, after your last field, insert the merge field "next record."  In Word 2007, it is under the Mailings tab and then click Rules, Next Record.   In older versions of Word, it is likely under Insert Merge Field > Next Record.