WD2000: How to Start a Mail Merge

ID: Q212329

The information in this article applies to:
  • Microsoft Word 2000

SUMMARY

This article describes how to start a mail merge. The mail merge process is divided into the following four steps:

  1. Open or create the main document.


  2. Open or create the data source.


  3. Edit the main document.


  4. Perform the merge.



MORE INFORMATION

Use the following steps to create a mail merge in Microsoft Word:

Step 1: Open or Create the Main Document

To open or create the main document, follow these steps:
  1. If you already have a document that you want to use as the main document, open it now.

    NOTE: The main document can be an existing letter, a new letter based on a letter template, or a new blank document. If you do not yet have a document to use as the main document, you can create one in step 4.


  2. On the Tools menu, click Mail Merge. The Mail Merge Helper dialog box appears.


  3. Under 1. Main Document, click Create and click Form Letters.


  4. Word asks whether you want to use the active window or a new document window. If you want to use the document you opened in step 1, click Active Window. (The active document becomes the Mail Merge main document.) If you do not have a document yet, click New Main Document. (Word creates a new document).


Word returns to the Mail Merge Helper.

Step 2: Open or Create the Data Source

The data source contains the information that can vary in each version of the form letter. You can open an existing data source created in Word, or you can create a new data source and fill in the addressee information.

NOTE: The data source can also be created in another program such as Microsoft Excel, Microsoft Access, a Personal Address Book created in Microsoft Exchange or Microsoft Schedule+, an ASCII text file, or any other text-delimited file.

In the Mail Merge Helper, under 2. Data Source, click Get Data. The options are Create Data Source (that is, create a new data source), Open Data Source (open an existing data source), Header Options, and Use Address Book.

Use any of the following methods.

Method 1: Type the Names and Addresses for the First Time

If you have not yet typed the names and addresses for your data source, and if you want to do this in Word, follow these steps:
  1. Under 2. Data Source, click Get Data and then click Create Data Source.


  2. The Create Data Source dialog box contains a list of field names commonly used in form letters, mailing labels, and envelopes. You can rename the fields and remove the fields you do not need. To add field names, type the name in the Field Name box, and then click Add Field Name. Click OK when you are finished.


  3. When Word prompts you to save the data source, name the file, and click Save.


  4. When Word asks whether you want to edit the data source or set up the main document, click Edit Data Source.


  5. When the Data Form dialog box appears, enter your addressee information.

    (If there is no information for a particular field, leave the box blank.)

    The set of information in each form makes up one data record.

    After you enter the information for a record, click Add New to move to the next record. After you add all of your data, click OK.


  6. Skip to Step 3: Edit the Main Document.


Method 2: Use an Existing Data Source

To open an existing data source, follow these steps:
  1. In the Mail Merge Helper dialog box, click Get Data.


  2. Click Open Data Source.


  3. In the Open Data Source dialog box, select the data source you want to use, and then click Open.

    If the data source is not listed in the list of files, choose the appropriate drive and folder. Select the appropriate option in the List Files of Type box. After you select the data source you want to use, click Open.


  4. Word determines whether you need to set up the main document and displays a message. Click Edit Main Document.


  5. Skip to Step 3: Edit the Main Document.


Method 3: Use the Names and Addresses Stored in the Address Book

To use the name and addresses stored in the address book, follow these steps:
  1. In the Mail Merge Helper dialog box, click Get Data, and then click Use Address Book.

    The Use Address Book dialog box appears with the available address books listed under Choose Address Book.


  2. Select the Address Book you want to use as your data source. Word may ask you to confirm the data source if you have Confirm Conversions selected as an option.

    If you use an address book/contact list from Schedule+, Word prompts you to log on to Schedule+ and provide a password if necessary.

    If you use an address book from Exchange, Word asks you to log on to the Exchange services.

    Word determines whether you need to set up the main document and displays a message.


  3. Click Edit Main Document.


  4. Continue with Step 3: Edit the Main Document.


Step 3: Edit the Main Document

Word returns to the main document. (Notice the appearance of the Mail Merge toolbar.) From the main document, follow these steps:
  1. Type or add any text and graphics you want to include in the letter.


  2. Each time you come to a place where you want to insert information from the data source, click Insert Merge Field on the Mail Merge toolbar, and click to select the merge field you want to use.

    Make sure you type any spaces or punctuation you want between two merge fields or after a merge field.


  3. When you finish editing the main document, click Save or Save As on the File menu. Name the file and click Save.


Step 4: Perform the Merge

To perform the merge, follow these steps:
  1. On the Tools menu, click Mail Merge.

    This returns you to the Mail Merge Helper.


  2. Under 3. Merge the Data with the Document, click Merge.

    Word displays the Merge dialog box. (If you click Query Options instead of Merge, you are given the option to select certain data records to include in the merge or to sort the records in the data source.)


  3. Under Merge to, select New Document to display the merged document on the screen.

    This allows you to view the document before printing it. (Select Printer to send the merged document directly to the printer.)


  4. With New Document selected in Merge to, click Merge.


  5. After the merged document appears on the screen, you can save this as a separate document, or you can send the merged document to the printer by clicking Print on the File menu.



REFERENCES

Help Topics

For more information about mail merge, click Microsoft Word Help on the Help menu, type mail merge in the Office Assistant or the Answer Wizard, and then click Search to view the topics returned.

Related Articles

For additional information about mail merge, click the article numbers below to view the articles in the Microsoft Knowledge Base:
Q212017 WD2000: How to Create Envelopes Using Mail Merge
Q212322 WD2000: How to Design and Set Up Mail Merge Data
Q212078 WD2000: How to Add a Graphic or Logo to Every Label
Q212034 WD2000: How to Create Mailing Labels Using Mail Merge
Q212029 WD2000: How to Create a Custom Label or Modify an Existing Label
Q212012 WD2000: How to Force Text to Start at Same Line in Merged Letters
Q211363 WD2000: How to Specify Multiple Conditions with a Nested IF
Q238278 WD2000: How to Create an Automated Form with Fillin Fields
Q230740 WD2000: How to Use Form Data as a Mail Merge Data Source
Q211293 WD2000: How to Change Delivery or Return Address Formatting
Q211206 WD2000: How to Use the Outlook Express Address Book in a Mail Merge

Additional query words: mail merge form letter tools create helper secondary mmh

Keywords : kbdta kbmerge wd2000
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbinfo


Last Reviewed: November 11, 1999
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