Mail merge: Finish & Merge

You can print the merged documents or modify them individually. You can print or change all or just a subset of the documents.

If you want to print a subset of the documents, you can specify the set by a range of record numbers. If you want to print pages instead of specifying record numbers, follow the instructions in the Change individual copies of the document section in Use mail merge to create and print letters and other documents.

What do you want to do?

Print the merged documents

Change individual copies of the document

Save the main document

Print the merged documents

  1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Print Documents.

    Office 2010 Ribbon

  2. Choose whether to print the whole set of documents, only the copy that's currently visible, or a subset of the set, which you specify by record number.

Change individual copies of the document

  1. On the Mailings tab, in the Finish group, click Finish & Merge, and then click Edit Individual Documents.

    Office 2010 Ribbon

  2. Choose whether you want to edit the whole set of documents, only the copy that's currently visible, or a subset of the set, which you specify by record number. Word compiles the copies that you want to edit into a single file, with a page break between each copy of the document.

After you finish editing the new file of documents, you can print the documents by clicking the File tab, clicking Print, and then clicking the Print button.

Save the main document

Remember that merged documents that you save are separate from the main document. It's a good idea to save the main document itself if you plan to use it for another mail merge.

When you save the main document, you also save its connection to the data file. The next time that you open the main document, you are prompted to choose whether you want the information from the data file to be merged again into the main document.

  • If you click Yes, the document opens with information from the first record merged in.

If you click No, the connection between the main document and the data file is broken. The main document becomes a standard Word document. Fields are replaced with the unique information from the first record.

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