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Microsoft word 2016 mail merge add last name field free. How to Use Mail Merge in Microsoft Word 

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- Mail Merge in Word | CustomGuide

 

In this demo we will use the current blank document. Select Use the current document and then click Next: Select recipients. Note that selecting Start from existing document which we are not doing in this demo changes the view and gives you the option to choose your document. After you choose it, the Mail Merge Wizard reverts to Use the current document. Select recipients. In this demo we will create a new list, so select Type a new list and then click Create.

Save the list. Note that now that a list has been created, the Mail Merge Wizard reverts to Use an existing list and you have the option to edit the recipient list.

Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you can edit the list and select or unselect records. Click OK to accept the list as is. Click Next: Write your letter. The list can be in an existing file, such as an Excel workbook , or you can type a new address list from within the Mail Merge Wizard. If you don't have an existing address list, you can click the Type a new list button and click Create , then type your address list manually.

Now you're ready to write your letter. If your Excel file contains postal codes or any other numbers with leading zeros, format them as text to retain zeros during a mail merge. If you create an Excel spreadsheet by importing information from a. If you plan to use your Outlook contacts, the following article may be helpful: How to export Outlook contacts to Excel. Here's an example of an Excel sheet that can be used for a mail merge: How to mail merge from Excel to Word Once the source data spreadsheet is set and reviewed, you are ready to run the mail merge.

Create a Word document. If you have already composed your letter, you can open an existing document, otherwise create a new one. Choose what kind of merge you want to run. On the Mailings tab , in the Start Mail Merge group, click Start Mail Merge and pick the mail merge type - letters, email messages, labels, envelopes or documents.

We are choosing Letters. Select the recipients. Connect Excel spreadsheet and Word document. Browse for your Excel file and click Open. Then, select the target sheet and click OK. You can also sort, filter and dedupe the recipients list as well as validate the email addresses by clicking the corresponding option under Refine Recipients List. If Word pulls wrong information from the Excel file, click the Match Fields button to match a specific field. Edit the mail merge document. Note, this will break the connection between your Excel file and Word document, as a result your mail merge source won't be automatically updated any longer.

To insert merge fields, follow these steps:. In the Insert Address Block dialog box, select the address elements that you want to include and the formats that you want, and then click OK. For help on an option, click the question mark, and then click the option.

If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the address block. Click the arrow next to not available , and then select the field from your data source that corresponds to the field required for the mail merge.

Select the greeting line format that includes the salutation, name format, and following punctuation. Select the text that you want to appear in the cases in which Word cannot interpret the recipient's name.

For example, Word cannot interpret the name when the data source contains no first or last name for a recipient, but only a company name. If the Match Fields dialog box appears, Word may be unable to find some of the information it needs for the greeting line.

Click Address Fields to select from address fields that will automatically map to corresponding fields in your data source, even if the data source's fields do not have the same name as your fields. Click Database Fields to select from fields that always take data directly from a column in a database. If the Match Fields dialog box appears, Word may not be able to find some of the information it needs to insert the field. Note If you insert a field from the Database Fields list, and if you later switch to a data source that does not have a column with the same name, Word cannot insert that field information into the merged document.

Electronic postage: To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web.

To use electronic postage, follow these steps:. Click Electronic postage. If you do not have an electronic postage program installed, Word prompts you to install one, and offers to connect to the following Microsoft Office Web site:. To add electronic postage, you must first install an electronic postage program, such as one that you can purchase from a third-party provider on the Web. To use the Postal bar code, follow these steps:. In the Insert Postal Bar Code dialog box, select the appropriate address fields.

You cannot type merge field characters " " or insert them by using the Symbol command on the Insert menu. This does not affect the merge, but if you want to display the results instead, right-click the field code, and then click Toggle Field Codes on the shortcut menu.

For example, by using the sample database shown earlier, your letter might contain the AddressBlock and GreetingLine fields, and therefore your first page appears similar to the following:.

Sincerely, Type your name here. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-merge main document, or run a mail merge. The Mail Merge toolbar provides additional commands that are not included in the Mail Merge Wizard task panes. For example, you can use the Insert Word Field menu on the Mail Merge toolbar to insert Word fields for controlling the merge process.

For example, you can insert an IF field that inserts text only if a particular merge field has a specified value.

Alternatively, you can click Check For Errors to make Word run the mail merge and report any errors that are contained in the main document. To format merged data, you must format the merge fields in the main document.

Do not format the data in the data source, because its formatting is not retained when you merge the data into the document. To change the format of the merged data, follow these steps:. In Word and in earlier versions of Word, click Font on the Format menu, and then select the options that you want.

In Word , click the option that you want in the Theme Fonts box in the Font group on the Home tab. When you work with fields, a switch is a special instruction that causes a specific action to occur. Generally, a switch is added to a field to modify a result. Examples of how to use switches are as follows:. After you have completed the main document and inserted all the merge fields, make sure that you save the document before proceeding. To do this, follow these steps:.

When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the merge fields in the main document that has the actual text from the first entry of the recipient list. Therefore, you can see how your first output document will look. For example, if you were to continue to use the sample database shown earlier, the first page should resemble the following page after you click Next: Preview your letters :.

February 26, Andrew Fuller W. Sincerely, Type your name here To preview additional entries, use one of the following methods:. To locate and preview a specific item, click Find a recipient , and then enter the search criteria in the Find Entry dialog box. To exclude a particular recipient from the merge operation, click Exclude this recipient. To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box.

To personalize individual items, you actually complete the merge, and then edit the information that you want in the resulting merged document. In the Merge to New Document dialog box, select the records that you want to merge.