Microsoft Office Tutorials and References
In Depth Information
Step 2: Select Starting Document
Merging Names
and Addresses with
Step 2: Select Starting Document
In this step, you choose or create a letter to work with. If you’ve got a letter all ready
to go, that’s great—but you don’t have to have a completed letter all written (and this
example supposes you don’t) to start a mail merge.
Here are your options in step 2:
Use the current document. If you’ve already written your letter and have it
open in this window, turn on this radio button.
Start from a template. Choose this option to open a template that’s already
formatted for mail merging and use that template as the basis for your letter.
Start from existing document. If you’ve sent mail merge letters in the past and
want to use one of these as the basis for your letter, turn on this radio button.
When you do, a drop-down list appears that lets you select and open the file
you want.
If you’ve never done a mail merge before, then “Start from a template” is your best
choice. When you turn on that radio button, a “Select template” link appears. Click it
to open the Select Template dialog box, click the Letters tab, and then scroll through
the available templates to find one to use as the basis of your letter. When you click a
template, a bird’s-eye view of it appears in the Preview pane. In the Create New
section, make sure Document is turned on, and then click OK.
The document based on the template you selected appears in Word’s Document
pane. In the Mail Merge window, click “Next: Select recipients” to move on to step 3.
Step 3: Select Recipients
In this step, you tell Word the names and addresses of the letter’s recipients. You’ve
got three options for selecting recipients:
Use an existing list. Turn on this radio button to use an existing list of names
and addresses, such as an Excel spreadsheet or a table in Word. Click the Browse
button to open a dialog box where you can navigate to and select the file that
holds your mailing list.
Select from Outlook contacts. When you turn on this radio button, a Choose
Contacts Folder link appears. Click it to open a dialog box where you can select
one of your Outlook Contacts folders and get recipients from that.
Note: In Outlook, the people in your address book are called Contacts, and you can put contacts into
related groups, such as work contacts, family, and friends. Chapter 11 tells you all about working with
contacts in Outlook.
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