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How to Use Mail Merge in Microsoft Word 2016

MS Office or Microsoft Office is the most popular office suit application software developed by the Microsoft. MS Office is a package software like MS Word, MS Excel, MS PowerPoint, MS Access, MS Outlook. Its a complete package of office suit. Office 2016 is the latest version of Microsoft Office package. Mainstream support end on 13 Oct, 2016 and extended support ends on 14 Oct, 2025.

In this post, I will show you how perform mail merge in office 2016. You can install Office 2016 with the existing version of Microsoft Office. Read also full tutorial of MS Word 2007 and Open Office Writer full tutorial.

In a simple sentence, mail merge is the process of sending one document into several people. It is used to create form letters or address labels with unique names and more. Generally, mail merge is used in various offices when a person need to send same letter to different addresses. Read also : How to track lost/stolen mobile phone and erase data remotely.

Step by Step Process of Mail Merge in Office 2016

Step 1. Create Blank Document
 You can use mail merge in a new document or an existing document. At first you need to open Word 2016 to create a new document. Once it is launched, click Blank document. Now navigate to Mailings > Start Mail Merge and select the document type (Letters, E-mail Messages, Envelopes, Labels, etc.) from the list. After that, you need to type the whole document. Read also Best screen recording software for Windows.


Step 2. Save the Document
After typing the whole document, you need to save the document so that you can use it in future also. To save your document, click File and then click Save or press Ctrl + S on the keyboard. Now you just need to select the desired option and then type the file name and then click Save button. It is slightly different with older version of Microsoft Word. Read also : How to Make Money Online From Home.

Step 3. Create contacts/recipients list
Depending upon your choice, you can create the contacts/recipients list before or after creating the document. This is the most important part of the mail merge. If you have created a contacts list click  Select Recipients and then choose Use Existing List. Read also How to add your business to Google Maps.

If you have not created the contacts/recipients list already then follow this steps very carefully to create a new list. If you are not on Mailings tab then navigate to  Mailings > Select Recipients > Type a New List to create a contacts list. Read also : How to setup AdSense page level ads.


After that new address list dialog box opens which contains various fields like title, first name, last name, address line, city, etc. Now you just need to enter the recipient's fields one by one for each individual recipients. Read also : How to fix HTTP and HTTPS mixed content error.

You can also customize the columns according to your requirements. You can add new fields, rename or delete any existing fields from the list. After entering the various fields of first recipients, click New Entry and then enter the various fields of second recipients. After entering details of all recipients click OK to close the new address list dialog box. Read also How to make your blog push notification ready.


After creating the contacts list, you can also add new contact to an existing recipients list, edit any recipient or delete any recipient from the contact list. Read also : How to fix HTTP and HTTPS mixed content error.

Step 4. How to add, edit or delete contact/recipient list
To add, edit or delete contact/recipient, click Edit Recipients List and then select the Data Source located above Edit button and then click Edit to open the mail merge recipients. Read also Everything you need to know about Reliance Jio.

Now you can add new recipient, edit or delete any recipients from the list. After updating the recipients list click OK to close the Data Source dialog box. It will ask to update your recipients list. Click Yes and then again click OK to close mail merge recipients dialog box. Read also : Best video calling app for 2G/3G/4G mobile phone.

Step 5. Inserting the merge fields
Now you just need to place your mouse pointer at proper position where you want to insert the merge fields in your letter. After placing mouse pointer, under Mailing tab click at downward of Insert Merge Fields and choose the first merge field from the available merge fields. Again click Insert Merge Fields and select the second merger filed. Similarly you can insert all the merge fields. Read also : How to auto publish blogger post to Facebook.


Step 6. Preview Results
After inserting all the merge fields, click Preview Results to see the preview of your letter. Use the forward and back buttons to check all of the mail merge results as in the preview results. If the preview seems to be any missing information in the address, then click Match Fields which data is missing. You can also edit the recipients list to insert the missing field in the recipients list. Read also How to setup wi-fi password of BSNL broadband modem.


Step 7. Finish & Merge
If you find everything looks good then click Finish & Merge button and then click Print Documents. You can also view and edit individual documents and later send them as email messages.


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