Mail Merge Guide

Mail Merge Guide

1.    Know where your Excel file is (you don’t have to open it)

2.    Open Microsoft Word and create a new document (you can do this by typing “Word” in the Windows search bar at the bottom of your screen)

3.    Click the “Mailings” tab

4.    If using non-standard sized envelopes

a.    Click “start mail merge” and then select “Letters” from the dropdown menu

5.    Size the page

a.    Bring up the print menu for the currently blank page

b.   Click where it says Letter 8.5” x 11” and then click “more paper sizes”

c.    Enter in the custom envelope size

6.    Back on the document (which will now be correctly sized), go back to the Mailing tab at the top and click “Select Recipients” and select “Use Existing List”

7.    Track down your Excel sheet you found in step 1

8.    Use the Enter key and the Tab key to position your screen cursor where youd like the recipient address info to go

9.    Once the cursor is in position, click “insert merge field” to insert data from the relevant Excel column onto your page

10.                      Press Enter again to repeat on the next line

11.                      To change the font, change the Mailings Tab back to the Home Tab and highlight your text. Once its highlighted, use the font box at the top of the home tab to find the font you like

12.                      To check your work, you can press “preview results” (and click it again to put it back to normal)

13.                      At this point, you can print on the envelopes. If you wish to save a copy of all this, you can press “finish and merge” at the top of the mailings tab, then using the option to merge them all to one document.

14.                      When printing, use a blank envelope to check the printer orientation first, and use a pen to mark how it is being inserted to save your sanity.