Mail Merge

What Is Mail Merge?

Mail merge creates many personalized documents (letters, emails, labels) from one template and a data source - typically an Excel spreadsheet.

Step 1 - Prepare the Data

Create an Excel sheet with a header row named exactly like the fields you need:

FirstName  LastName  Email       City      Amount
Aisha     Khan      a@x.com    Mumbai    1500
Rahul     Mehta     r@x.com    Delhi     900

Step 2 - Start the Merge

1. In Word: Mailings → Start Mail Merge → Letters.
2. Select Recipients → Use an existing list → pick the Excel file and sheet.
3. Position the cursor and click Insert Merge Field to drop fields like <<FirstName>>.

Step 3 - Preview and Finish

• Preview Results shows each recipient with real data.
• Finish & Merge: send to a new document (editable) or print directly.

For email campaigns use Start Mail Merge → E-mail Messages with a Subject line and your recipients email column.

Conditional Text

Add IF fields for rules, e.g. a special sentence only for high-value customers:

IF {Amount} >= 1000 "Thank you, premium member." "Seasonal greetings."

Key Points

• Header-row names in Excel become the merge fields you insert.
• Preview first, always - then send to a new document for review.
• IF rules let one template handle different audiences.