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• Mail Merge In Office 2016
• Microsoft Office Mail Merge 2016
• Mail Merge Outlook 2016
• Microsoft Office 2016 Mac Update
• Microsoft Office 2016

A main mail merge document in Word contains two important things: 1) the text that will remain the same between the personalized copies, and 2) the codes that tell Word what fields to insert at what points.

Follow these steps:

1. Start a new blank document. (Pressing Ctrl+N is a quick way.)

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   If you’re creating letters or email messages, it’s generally okay to use an existing document as the main document. Maybe you have a letter or message already written, for example, and you just need to personalize each copy. If you’re creating labels, envelopes, or a directory, however, you should start a new document.

2. On the Mailing tab, click Start Mail Merge.

3. Click the type of document you want to merge.

If you choose Letters, Email Messages, or Directory, your work is complete at this point. Move on to the next step in the process: selecting or creating a data list.

A directory is just like a letter mail merge except there is no page break between copies. So, for example, instead of each person’s copy being on its own page, a directory runs all the merged data together on a single page, like in a phonebook.

Extra steps for creating envelopes

Mail Merge In Office 2016

If you select Envelopes in step 3, the Envelope Options dialog box appears after you complete the steps.

Microsoft Office Mail Merge 2016

1. Choose the envelope size.

   The standard business-size envelope in the USA is Size 10, the default.

2. Click OK.

The document’s page size changes to reflect the envelope size you chose. An empty text box appears near the bottom of the document, ready to accept the merge codes for addressing the envelopes.

Extra steps for creating labels

If you select Labels in step 3, the Label Options dialog box opens.

1. Open the Label vendors list and choose the brand of label you have.

2. On the product number list, choose the label’s product number. It should be printed on the package.

   The purpose of selecting a manufacturer and product number is to ensure the label size, the number of labels per sheet, and the spacing between labels is accurate in Word. If you don’t have the box the labels came in, you might have to enter the information manually. Find a ruler, so you can measure your labels. Then click New Label and fill out the dialog box that appears with your label sheet’s specifications.

3. Click OK.

If you are creating labels, Word creates a table with the dimensions appropriate to the label size and arrangement you indicated. By default the gridlines of this table do not appear. If you want to see them, Choose Table Tools Layout→View Gridlines.

After all the codes are inserted in the main document, it’s time to perform the merge. There are three ways to go about this in Word 2016: you can merge to a new document, and then print that document as a separate step after examining the merge results, you can merge directly to your printer, or you can send email messages.

Which is better? It depends. How sure are you that you’ve set up the merge correctly? You should merge to a new document the first time you run a new merge to make sure that it works the way you intended. But if you are running the same merge repeatedly (such as sending out the same form letters every month to the same people), it’s fine to merge directly to the printer.

You can preview the merge results without having to create a whole new document. Just choose Mailings→Preview Results. Then use the arrow buttons in the Preview Results group to move between results pages.

Merge to a new document

Mail Merge Outlook 2016

To merge to a new document, follow these steps:

1. On the Mailings tab, click Finish & Merge. A menu opens.

2. Click Edit Individual Documents.

3. (Optional) If you want to include only a certain range of records, specify that range. Otherwise leave All selected.

4. Click OK. The new document is created.

5. Print and save the new document as you would any document, and then close it.

6. Save your merge main document for later reuse if desired.

Merge to a printer

To merge to a printer, follow these steps:

1. On the Mailings tab, click Finish & Merge. A menu opens.

2. Click Print Documents.

3. (Optional) If you want to include only a certain range of records, specify that range. Otherwise leave All selected.

4. Click OK.

5. In the Print dialog box, specify any print options as needed.

6. Click OK.

   Choose printing options and complete the printing.

Send merged email messages

Microsoft Office 2016 Mac Update

To merge to a printer, follow these steps:

Microsoft Office 2016

1. On the Mailings tab, click Finish & Merge. A menu opens.

2. Click Send Email Messages.

3. Open the To: drop-down list and select the field that contains the recipients’ email addresses. This field might or might not have been inserted in the message.

4. In the Subject line box, type the desired message subject.

5. (Optional) If you want to include only a certain range of records, specify that range. Otherwise leave All selected.

6. Click OK. The messages are sent using your default email application (probably Microsoft Outlook).