#2 How to Edit Recipient List & Use Mail Merge in Microsoft Word (New Update)

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Learn how to effectively use Mail Merge in Microsoft Word to personalize and distribute documents to multiple recipients. This detailed guide covers everything from preparing your data source and editing the recipient list to inserting merge fields, previewing results, and completing the merge. Ideal for creating personalized letters, emails, labels, and more, this tutorial will help you master the art of Mail Merge with ease

Editing the recipient list and using Mail Merge in Microsoft Word is a straightforward process. Here’s a step-by-step guide:

Step 1: Prepare Your Data Source
Excel Spreadsheet: Ensure your data source (usually an Excel spreadsheet) is well-organized with column headers like "First Name," "Last Name," "Address," etc.
Data Formatting: Make sure the data is clean, with no blank rows, and each column has a descriptive header.
Step 2: Open Microsoft Word and Start Mail Merge
Open Microsoft Word: Start by opening a new or existing document that you want to use as your template.
Go to the Mailings Tab:
On the Ribbon at the top, click on the Mailings tab.
Start Mail Merge:
Click on Start Mail Merge and choose the type of document you want to create (e.g., Letters, E-mail Messages, Envelopes, Labels, Directory).
Step 3: Select Recipients
Click on Select Recipients:

Choose Use an Existing List if you have a pre-prepared data source (like an Excel file).
Browse and select your Excel file, then choose the appropriate worksheet that contains your data.
Edit the Recipient List:

After selecting your data source, click on Edit Recipient List. A new window will appear showing the list of recipients.
Here, you can:
Filter: Use the Filter option to display only certain recipients based on criteria (e.g., only recipients in a specific city).
Sort: Sort the list by a specific column (e.g., last name or postal code).
Exclude Recipients: Uncheck the box next to any recipient you do not want to include in the mail merge.
Step 4: Insert Merge Fields
Position the Cursor: Place the cursor in the document where you want the personalized information to appear (e.g., after "Dear" for a personalized name).
Insert Merge Fields:
Click on Insert Merge Field in the Mailings tab and select the field you want to insert (e.g., «FirstName», «LastName»).
Repeat this step for all the fields you need.
Step 5: Preview the Results
Click on Preview Results:
This allows you to see how your document will look with the actual data filled in. You can navigate through the records to ensure everything is correctly displayed.
Step 6: Complete the Merge
Finish & Merge:
When you’re satisfied with the preview, click Finish & Merge.
Choose Print Documents if you want to print directly or Edit Individual Documents to create a new document containing all the merged letters or emails.
Step 7: Save or Print
Save the Merged Document: If you chose to edit individual documents, save the newly created file.
Print: If printing directly, select your printer settings and print the documents.
Tips:
Customizing the Recipient List: You can always go back to the Edit Recipient List window to make further changes before completing the merge.
Reuse the Template: You can save your template with the merge fields intact and reuse it with a different recipient list in the future.
This process will help you efficiently manage and personalize mass communications, ensuring that each recipient gets a customized document.

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