What is a Mail Merge in Microsoft Word – 2022

The Main Purpose of Mail Merge in MS Office is to send mail to multiple recipients by writing and inserting fields into the document such documents are letters, envelopes, e-mail messages, labels, and documents. You can find it in MS Word, Excel, and PPT. 

What is a Mailing List called in MS Word?

In MS Word, a mailing list is also known as a data source, it is a collection of names and addresses used by an individual or organization to send a document or content to multiple recipients.

Step by Step Explanation to Create a Mail Merge in MS Word

Mailings Tab or Mail Merge in MS Word
Mailings Tab or Mail Merge in MS Word
  1. Go to the Mailings menu
  2. Click on the Start Mail Merge
  3. Select one of the options given under the “Start Mail merge”. For example, select “Envelops”.
  4. Enter/Type the Sender address i.e. “From Address” at the top left corner of Envelop and the body of the text (message)
  5. Position your cursor in the” To address box”
  6. Now you can get a drop-down list by clicking on “Select Recipients”
  7. Under the “Select recipients”, Do one of the following from the lists of commands
    1. Type a new list: When you click on this you can get the new address list dialogue box. In this, click on the “Customize Columns” → now customize the field names by adding, deleting or renaming → then click ok → and then type the new address lists

As much as you want to send to multiple recipients → now click on the OK or

  • Use an existing list: Use an already saved recipients’ address list from your computer or,
    • Choose from Outlook contacts: You can choose the recipient’s address list from your Outlook account.
  • After choosing/typing the list of recipients’ addresses, click on the “Edit Recipient List” to select or deselect the specific recipient’s list to send mail to the specific people. It is also useful to sort, filter, and remove duplicates of the recipient’s address list.
  • Then click on the “Insert Merge Field”
  • Now you can get a drop-down list under the “Insert Merge Field”
  • From the list of fields, select recipients’ fields one by one to insert in the “To Address Box”
  • If you want to see the preview of the address list, click on the preview results
  • Now go to the Finish and Merge
  • Select one of the options given under it. For example, select “Edit Individual Documents”
  • Select the merge record options, for example, “All”, and then click OK.

What is the Mail Merge in Word?

The Main Purpose of Mail Merge in MS Office is to send mail to multiple recipients by writing and inserting fields into the document such documents are letters, envelopes, e-mail messages, labels, and documents called Mail merge (Mailings Tab). You can find these in MS Word, Excel, and Ppt.

What is a Mailing List in Word?

In MS Word, a mailing list is also known as a data source, it is a collection of names and addresses used by an individual or organization to send a document or content to multiple recipients.

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