Word 2003

Using Mail Merge

To use Mail Merge:

• Select Tools on the main menu.
• Select Letters and Mailings Mail Merge.

The Mail Merge task pane appears and will guide you through the six main steps to complete a mail merge. You will have several decisions to make during the process. The following is an example of how to create a form letter and merge the letter with a data list.

Steps 1-3

• Choose the type of document you wish to create. In this example, select Letters.
• Click Next:Starting document to move to Step 2.
• Select Use the current document.
• Click Next:Select recipients to move to Step 3.
• Select the Type a new list button.
• Click Create to create a data source. The New Address List dialog box appears.

To edit a new address list:

• Click Customize in the dialog box. The Customize Address List dialog box appears.
• Select a field, and click Delete.
• Click Yes to confirm that you wish to delete the field.
• Continue to delete any unnecessary fields.
• Click Rename. The Rename Field dialog box appears.
• Enter the new name you would like to give the field in the To: field.
• Continue to rename any fields necessary.
• Click OK to close the Customize Address List dialog box.

• Enter the necessary data in the New Address List dialog box.
• Click New Entry to enter another record.
• Click Close when you have entered all of your data records.
• Enter the file name you wish to save the data list as.
• Choose the location where you wish to save the file.
• Click Save. The Mail Merge Recipients dialog box appears and displays all data records in the list.
• Confirm that the data list is correct, then click OK.
• Click Next:Write your letter to move to Step 4.