1、 Create recipient list Assuming that the main document containing the contents of the letter is ready, open it now.Select Tools/Mail Merge to open the Mail Merge Helper window. Click Create, select Form Letter, and select Active Window in the next dialog box. Now you are back in the Mail Merge Helper window.Click the Get Data button, and then select Create Data Source to define recipient information.In the Create Data Source dialog box, the system has automatically created many fields. We can also delete and add fields.After completing the domain name definition, click OK, enter the file name of the recipient list, and select Save. After returning to the Mail Merge Helper window, click Edit Data Source and enter the data of the first recipient in the dialog box.Click "Add" and enter the information of the next recipient. Repeat the above process until the information of all recipients is entered. 2、 Insert Merge Field After returning to the main document interface, the next task is to insert the merge field (such as name or salutation) into the appropriate location of the main document.Move the insertion cursor to the position where the field content should appear, click Insert Merge Field on the Mail Merge toolbar, and select an appropriate field from the drop-down list box. For example, when the cursor position should be your address to the recipient, select the field "address".Repeat the above process until all domains are joined. If you want to view the merged effect, click View Merged Data on the Mail Merge toolbar, and the mail text after the first record in the recipient list is merged into the mail body will appear. You can change the merged recipient record by using the Previous Record and Next Record buttons.If you want to make changes, click View Merged Data to modify the interval or location, and then check the merged effect. 3、 Execute merge operation After editing the main document to be merged, select Tools/Mail Merge to open the Mail Merge Helper dialog box. Select Merge, select New Document from the Merge To list box, and select Do not print blank lines when the data field is empty to ensure that the blank field does not appear in the final document as a blank line. Finally, click Merge to merge the main document and recipient list. The merged results will appear on the screen, and the messages written to each recipient will be arranged in order. At this time, it is better to check again, and then print or save the merged document. To perform the merge again in the future, just open the main document, select Tools/Mail Merge, and click Merge.When you exit Word, you will be prompted to save the recipient list document. Select Yes, or you will lose the recipient list data. 4、 Leverage Outlook contact information If the recipient information is already in the Outlook contact list, copy the contact information to a new contact folder to serve as the recipient list in Word mail merge.In Outlook, select "File/New/Folder" to create a new folder for the contact list, enter the name of the new folder in the "Name" box (such as "Customer Contact"), select "Contact Item" from the "Folder Contains" list, select the location of a folder, and click "OK",If prompted to create a toolbar shortcut, select No.(Unless you think it is really necessary.) Now you can copy the data in the Outlook contact list to this new folder. The steps are: Open the source folder, press and hold CTRL to select multiple contact information, keep CTRL pressed, and drag the selected content to the target folder "Customer Contact". To set this new folder as an e-mail address book, right-click the folder name, select Properties, select Outlook Address Book, select Show this folder as an e-mail address book, click Apply, and then click OK. So far, the recipient list in Outlook has been created. Open the main document in Word.Open the Mail Merge Helper, select Get Data/Use Address Book from the dialog box, select the Customer Contact folder, and click OK.Next, you can insert the merge field and perform the merge operation according to the method described above. It should be noted that after specifying the "Customer Contact" folder as the recipient data source of the mail merge operation, if you add or change the contact information in the "Customer Contact" folder in the future, these changes will not be automatically reflected in the merge operation.To solve this problem, you can select Tools/Mail Merge in Word, click Get Data, and define the source of the data again according to the steps described earlier. At this time, Word will re read the contents of the folder, and the newly added or changed contents will be reflected in subsequent mail merge operations. 5、 Generate E-mail Send mail merge results to Outlook as e-mail messages.In the Mail Merge Helper dialog box, select Merge, and select E-mail from the Merge To list.Click Settings, and select E-mail in Data Field with E-mail/Fax Address. In Mail Message Subject Line, enter the subject of the e-mail message.If necessary, select Send Document as Attachment. Return to the Merge dialog box and click Merge.The newly generated message is placed in Outlook's outbox.Before sending an email, you'd better check some emails randomly to verify the merge effect. 6、 Others If you specify the existing data as the recipient data source in the mail merge operation, when the number of recipients in the data source is far greater than the number of recipients in this merge operation, you can use queries to limit the target recipients.Method: After opening the main document, select the Tools/Mail Merge menu and click Query Options.In the Query Options dialog box, select a query field and its conditions.If you specify multi line query criteria, the lines are connected with AND or OR according to the actual situation.When performing a merge operation in the future, only those data that meet the specified conditions in the data source will participate in the merge. Word can also read recipient information from Excel.To do this, first select Get Data in the Mail Merge Helper dialog box, and then select Open Data Source. In the Open Data Source dialog box, select an Excel workbook as the file type, select an Excel file, click Open, and then select Whole Spreadsheet or specify an area within the table in the Excel dialog box Hope to help you.
This is OK. Create a new Contact Group in Outlook for future addition. Take Outlook 2013 for example: However, please note that this option is disabled for Outlook.com or Hotmail accounts configured through Exchange ActiveSync. You need to log in to the web page to create a new contact group.
1、 Create recipient list Assuming that the main document containing the contents of the letter is ready, open it now.Select Tools/Mail Merge to open the Mail Merge Helper window. Click Create, select Form Letter, and select Active Window in the next dialog box. Now you are back in the Mail Merge Helper window.Click the Get Data button, and then select Create Data Source to define recipient information.In the Create Data Source dialog box, the system has automatically created many fields. We can also delete and add fields.After completing the domain name definition, click OK, enter the file name of the recipient list, and select Save. After returning to the Mail Merge Helper window, click Edit Data Source and enter the data of the first recipient in the dialog box.Click "Add" and enter the information of the next recipient. Repeat the above process until the information of all recipients is entered. 2、 Insert Merge Field After returning to the main document interface, the next task is to insert the merge field (such as name or salutation) into the appropriate location of the main document.Move the insertion cursor to the position where the field content should appear, click Insert Merge Field on the Mail Merge toolbar, and select an appropriate field from the drop-down list box. For example, when the cursor position should be your address to the recipient, select the field "address".Repeat the above process until all domains are joined. If you want to view the merged effect, click View Merged Data on the Mail Merge toolbar, and the mail text after the first record in the recipient list is merged into the mail body will appear. You can change the merged recipient record by using the Previous Record and Next Record buttons.If you want to make changes, click View Merged Data to modify the interval or location, and then check the merged effect. 3、 Execute merge operation After editing the main document to be merged, select Tools/Mail Merge to open the Mail Merge Helper dialog box. Select Merge, select New Document from the Merge To list box, and select Do not print blank lines when the data field is empty to ensure that the blank field does not appear in the final document as a blank line. Finally, click Merge to merge the main document and recipient list. The merged results will appear on the screen, and the messages written to each recipient will be arranged in order. At this time, it is better to check again, and then print or save the merged document. To perform the merge again in the future, just open the main document, select Tools/Mail Merge, and click Merge.When you exit Word, you will be prompted to save the recipient list document. Select Yes, or you will lose the recipient list data. 4、 Leverage Outlook contact information If the recipient information is already in the Outlook contact list, copy the contact information to a new contact folder to serve as the recipient list in Word mail merge.In Outlook, select "File/New/Folder" to create a new folder for the contact list, enter the name of the new folder in the "Name" box (such as "Customer Contact"), select "Contact Item" from the "Folder Contains" list, select the location of a folder, and click "OK",If prompted to create a toolbar shortcut, select No.(Unless you think it is really necessary.) Now you can copy the data in the Outlook contact list to this new folder. The steps are: Open the source folder, press and hold CTRL to select multiple contact information, keep CTRL pressed, and drag the selected content to the target folder "Customer Contact". To set this new folder as an e-mail address book, right-click the folder name, select Properties, select Outlook Address Book, select Show this folder as an e-mail address book, click Apply, and then click OK. So far, the recipient list in Outlook has been created. Open the main document in Word.Open the Mail Merge Helper, select Get Data/Use Address Book from the dialog box, select the Customer Contact folder, and click OK.Next, you can insert the merge field and perform the merge operation according to the method described above. It should be noted that after specifying the "Customer Contact" folder as the recipient data source of the mail merge operation, if you add or change the contact information in the "Customer Contact" folder in the future, these changes will not be automatically reflected in the merge operation.To solve this problem, you can select Tools/Mail Merge in Word, click Get Data, and define the source of the data again according to the steps described earlier. At this time, Word will re read the contents of the folder, and the newly added or changed contents will be reflected in subsequent mail merge operations. 5、 Generate E-mail Send mail merge results to Outlook as e-mail messages.In the Mail Merge Helper dialog box, select Merge, and select E-mail from the Merge To list.Click Settings, and select E-mail in Data Field with E-mail/Fax Address. In Mail Message Subject Line, enter the subject of the e-mail message.If necessary, select Send Document as Attachment. Return to the Merge dialog box and click Merge.The newly generated message is placed in Outlook's outbox.Before sending an email, you'd better check some emails randomly to verify the merge effect. 6、 Others If you specify the existing data as the recipient data source in the mail merge operation, when the number of recipients in the data source is far greater than the number of recipients in this merge operation, you can use queries to limit the target recipients.Method: After opening the main document, select the Tools/Mail Merge menu and click Query Options.In the Query Options dialog box, select a query field and its conditions.If you specify multi line query criteria, the lines are connected with AND or OR according to the actual situation.When performing a merge operation in the future, only those data that meet the specified conditions in the data source will participate in the merge. Word can also read recipient information from Excel.To do this, first select Get Data in the Mail Merge Helper dialog box, and then select Open Data Source. In the Open Data Source dialog box, select an Excel workbook as the file type, select an Excel file, click Open, and then select Whole Spreadsheet or specify an area within the table in the Excel dialog box Hope to help you.
