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Word - Print letters with mail merge Tutorial

In this video, you will learn how to print envelopes using mail merge in Microsoft Word.
The video covers the steps to create and customize envelopes, including selecting the size, adjusting the layout, and setting up the printing options.
It also demonstrates how to add recipients from an existing list and format the address block.
Finally, it shows how to add a return address and save the envelope.
This tutorial will help you efficiently print envelopes for your mailing needs using mail merge in Microsoft Word.

  • 4:02
  • 2807 views

Objectifs :

This document aims to provide a comprehensive guide on using the mail merge feature in Microsoft Word, focusing on converting email messages to letters, managing recipient lists, and formatting address blocks effectively.

Chapitres :

  1. Introduction to Mail Merge
    Mail merge is a powerful tool in Microsoft Word that allows users to create personalized documents for multiple recipients. This guide will explore various options available in the mail merge process, emphasizing the flexibility of using the Mailings tab without relying on the wizard.
  2. Starting the Mail Merge
    To begin the mail merge process, navigate to the Mailings tab and click on 'Start Mail Merge.' Here, we will convert email messages into letters. It is important to remove any hyperlinks from the document body to ensure a clean format.
  3. Creating a Recipient List
    1. Click on 'Select Recipients' to create a new recipient list with mailing addresses. 2. Begin typing in any field and use the Tab key to move to the next column or Shift + Tab to move back. 3. After entering information for one recipient, click 'New Entry' to add another. While typing a list can be labor-intensive, remember that you are building a database that can be reused in future documents and programs, such as Microsoft Excel.
  4. Saving and Editing the Recipient List
    Once all recipients are added, click 'OK' and choose a location to save the list file. Type a name for the file and click 'Save.' You can edit the recipient list at any time by clicking 'Edit Recipient List.' To modify entries, click the file name in 'Data Source' and select 'Edit.' You can add, delete, or edit data by clicking on the respective fields. To delete a recipient, click the column to the left of the entry and press 'Delete,' then confirm with 'Yes.' Finally, click 'OK' to save your changes.
  5. Adding an Address Block
    To insert an address block at the top of the letter: 1. Click before the greeting line and press Enter a couple of times. 2. Click on 'Address Block.' 3. On the left side, choose what to include in the address block and preview the addresses on the right. You can select a less formal name format and decide whether to include the company name. For local customers, you may opt not to show the country or region. After configuring the address block, click 'OK' to add it to the letter.
  6. Previewing and Formatting the Letter
    To see how the actual letters will look, click 'Preview Results.' If the text appears with extra spacing between lines, select the address block and navigate to the Layout tab. Adjust the paragraph spacing to zero to improve the appearance. This formatting can be applied to any mail merge field just like regular text.
  7. Finishing the Mail Merge
    Return to the Mailings tab and click 'Finish and Merge.' Although we are creating letters, Word provides options to send them as emails or create individual document files for each recipient. For this instance, we will proceed directly to printing the letters. Click 'OK' to print all letters.
  8. Next Steps
    In the upcoming section, we will explore how to use mail merge to print envelopes for the letters, further enhancing the personalization and professionalism of our correspondence.

FAQ :

What is mail merge and how does it work?

Mail merge is a process that allows you to create personalized documents by combining a template with a data source. You can input recipient information, such as names and addresses, and generate multiple documents tailored to each recipient.

Do I have to use the mail merge wizard?

No, you do not have to use the wizard. All the necessary options for mail merge are available on the Mailings tab in your document software.

How can I edit my recipient list?

You can edit your recipient list by clicking on 'Edit Recipient List' in the Mailings tab. This allows you to view, sort, add, or delete entries as needed.

What is an address block in mail merge?

An address block is a formatted section that contains the recipient's address. It can be customized to include or exclude certain elements, such as the company name or country.

How can I preview the results of my mail merge?

You can preview the results by clicking on 'Preview Results' in the Mailings tab. This will show you how the merged documents will look with the actual recipient data.

Can I print the letters directly from mail merge?

Yes, after completing the mail merge, you can print the letters directly by selecting 'Finish and Merge' and then choosing the print option.

Quelques cas d'usages :

Creating Personalized Letters for Clients

A marketing team can use mail merge to create personalized letters for their clients, ensuring each letter addresses the recipient by name and includes their specific details, improving engagement and response rates.

Generating Bulk Email Campaigns

A sales department can utilize mail merge to send bulk emails to potential customers, personalizing each email with the recipient's name and relevant product information, enhancing the effectiveness of their outreach.

Producing Event Invitations

An event planner can apply mail merge to create customized invitations for an event, allowing for easy personalization of each invite with the guest's name and RSVP details, streamlining the invitation process.

Creating Address Labels for Mailings

A nonprofit organization can use mail merge to generate address labels for their fundraising mailings, ensuring that each label is correctly formatted and personalized for the recipients, saving time and reducing errors.

Automating Customer Follow-Up Letters

A customer service team can implement mail merge to automate follow-up letters to customers after a service interaction, personalizing each letter to reflect the customer's experience and encouraging feedback.

Glossaire :

Mail Merge

A process that allows users to create personalized documents by merging a template with a data source containing recipient information.

Wizard

A guided process in software applications that helps users complete complex tasks step-by-step.

Recipients

Individuals or entities that will receive the personalized documents created through mail merge.

Data Source

A file or database that contains the information (like names and addresses) used in the mail merge process.

Address Block

A formatted section in a document that contains the recipient's address, which can be automatically populated during mail merge.

Preview Results

A feature that allows users to see how the merged documents will look with the actual data filled in.

Layout Tab

A section in software applications where users can adjust the formatting and layout of selected text or objects.

Paragraph Breaks

A formatting element that separates blocks of text, often creating space between them.

résultat(s)
00:00:05
let's try some different options.
00:00:07
First of all, you don't have to use the wizard
00:00:09
if you don't want to.
00:00:10
Everything you need to do with mail merge
00:00:12
is right here on the Mailings tab.
00:00:15
Click Start Mail Merge,
00:00:16
and let's convert the email messages to letters.
00:00:20
In the document body,
00:00:21
all we have to do is delete the hyperlinks.
00:00:26
Also, click Select Recipients,
00:00:29
and let's type a new recipient list
00:00:30
that has mailing addresses.
00:00:34
Click in any field,
00:00:36
and start typing.
00:00:38
Press Tab to move to the next column,
00:00:42
or Shift Tab to move back.
00:00:53
When you've finished adding information for one recipient,
00:00:56
click New Entry to add the next one.
00:00:59
Typing a list can be a lot of work,
00:01:01
but keep in mind that you're creating a database
00:01:03
that can be used again in other documents and programs,
00:01:06
like Microsoft Excel.
00:01:08
We'll be using ours again when we create envelopes
00:01:10
in the next movie.
00:01:13
When you've added all the recipients,
00:01:15
click OK,
00:01:17
and choose where to save the list file.
00:01:20
Type a name,
00:01:22
and click Save.
00:01:25
Now you can click Edit Recipient List any time
00:01:27
to view and sort the list.
00:01:30
Click the file name in Data Source, and Edit
00:01:34
to add or delete entries, and edit the data.
00:01:38
Simply click a field and type.
00:01:41
To delete an entire recipient,
00:01:44
click on the column to the left of the entry
00:01:46
and press Delete,
00:01:48
and Yes.
00:01:51
When you're finished, click OK
00:01:54
and save your updated list.
00:01:59
Finally, let's add an address block to top of the letter.
00:02:03
Click ahead of the greeting line,
00:02:06
press Enter a couple of times,
00:02:09
and click the line at the top.
00:02:12
Then click Address Block.
00:02:15
You decide what to include in the address block
00:02:16
on the left side,
00:02:19
and preview the addresses over here.
00:02:22
First, let's choose a less formal name format
00:02:24
to match the greeting.
00:02:26
Next, you can decide whether to insert the company name.
00:02:30
For this letter, company name doesn't apply.
00:02:33
Also, our customers are local,
00:02:35
so we can choose to never show the country or region.
00:02:39
This last option modifies the address format
00:02:41
according to the country or region.
00:02:43
Again, this option doesn't apply.
00:02:46
When you're finished setting up the address block,
00:02:48
click OK,
00:02:50
and the address block field is added to the letter.
00:02:54
Now if you want to see what the actual letters look like
00:02:56
instead of the mail merge field code,
00:02:58
click Preview Results.
00:03:01
The address itself works fine,
00:03:03
but the text would look better without the extra space
00:03:05
between the lines.
00:03:07
Select the address block,
00:03:09
and go to the Layout tab.
00:03:12
You can change the formatting of a mail merge field
00:03:14
the same as any other text.
00:03:16
The address block tools adds paragraph breaks to each line,
00:03:19
and in this document, spacing is added after each paragraph.
00:03:23
So let's enter zero.
00:03:26
Everything looks okay.
00:03:28
So let's go back to the Mailings tab,
00:03:30
and click Finish and Merge.
00:03:33
Even though we chose to create a letter,
00:03:34
Word gives us the option to send it as an email,
00:03:37
or we could click here,
00:03:39
and Word would create an individual document file
00:03:41
for each recipient.
00:03:43
This could be useful
00:03:44
if we wanted to personalize each letter.
00:03:46
But for this letter, let's go right to the printer.
00:03:49
To print all the letters, click OK,
00:03:53
and OK.
00:03:57
Up next, we'll use mail merge to print the envelopes
00:03:59
for the letters.

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