Insert mail merge fields
After you’ve started your email merge, label merge, or letter merge and connected to your address list, you can add mail merge fields. Each mail merge fields pull in the information from your address list, customizing each message, label, or letter.
Word includes the Greeting Line and Address Block fields, which add all the fields for a greeting or address, so you don’t have to add each field one at a time.
For example, to add a standard greeting to your email message or letter, use the Greeting Line merge field.
Click where you want to add the greeting.
Click Greeting Line.
Note If the Greeting Line command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.
Choose the name style that you want to use, and set other options.
Tip To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.
To make sure the field is formatted the way you want, highlight the whole field, including the marks at each end.
Click Home, and then check the font and font size.
Click Line Spacing to make sure the line spacing matches the spacing in the rest of your document.
After you add the fields you want to merge, type the information you want to be the same in each email message you send during the merge.
Add an Address Block merge field
These same steps work for adding addresses to a mailing labels document—all at once, instead of separately inserting the name, street, city, and all the other parts of the address.
Just click Address Block instead of Greeting Line.
Note If the Address Block command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.
Word gives you options for making the name on the address more formal or more informal.
Tip To make mailing labels single spaced, select the Address Block field, click Page Layout and enter 0 in the Before and After boxes under Spacing.
To make sure addresses in an Excel spreadsheet come through the merge correctly, see Format mail merge numbers, dates, and other values in Excel.
More about mail merge fields
The merge fields come from the columns in your mailing list. Here’s an example of how fields in an Excel mailing list appear in your mail merge document.
If some of the numbers, currencies, or dates aren’t formatted right, see Format mail merge numbers, dates, and other fields for help.
Add individual fields
If you want to add a customized greeting or other information from your mailing list, you can add fields one a time.
Click in your document where you want to add the mail merge field.
Click the arrow next to Insert Merge Field, and then click the field name.
If you don’t see your field name in the list, click the Insert Merge Field button.
Click Database Fields to see the list of fields that are in your data source.
Click the field you want to add.
Use mail merge rules with Skip Record If, Next Record, or other advanced fields
To control how Word merges information, you can use advance fields to set up rules.
For example, you can use the Skip Record If field to skip blank lines in your data source. Or you can use the Next Record field to merge information from two items into the same document. Word automatically adds the Next Record field when you set up a label merge.
To set up a rule and an advanced field, click Mailings > Rules and click the field you want to add.
For more information about a rule and how you can use it, click the field’s name: