WEBVTT Kind: captions Language: en 00:00:08.010 --> 00:00:12.550 Mail Merge is a great time saver if you need to create multiple documents 00:00:12.550 --> 00:00:18.290 that are mostly the same but unique in some way, such as names tags for an event or 00:00:18.290 --> 00:00:22.289 envelopes printed with each person's name and address. 00:00:22.289 --> 00:00:26.480 The document I have here is a letter offering customers a discount on their next order. 00:00:27.760 --> 00:00:32.110 I want to personalize it by addressing each copy of the letter to the customer 00:00:32.110 --> 00:00:36.050 using some information I have stored in a spreadsheet. 00:00:36.050 --> 00:00:42.430 To begin go to the Mailings tab, then click Mail Merge and select 00:00:42.430 --> 00:00:46.280 Step-by-Step Mail Merge Wizard. 00:00:46.280 --> 00:00:51.840 This will walk you through the process one step at a time using this pane on the right. 00:00:51.850 --> 00:00:57.530 The type of document I'm working with is a letter so I'm going to go ahead and click Next. 00:00:58.400 --> 00:01:05.040 I also plan to stick with my current document instead of using something else, like a template. 00:01:06.210 --> 00:01:12.310 Now I need an address list so Word can create a copy of each letter for each customer. 00:01:12.880 --> 00:01:16.740 To start from scratch, you can Type a new list 00:01:16.740 --> 00:01:20.680 then click Create to enter your recipients individually. 00:01:25.690 --> 00:01:28.430 Alternatively, if you do a file 00:01:28.430 --> 00:01:36.020 with the information you need, like an Excel workbook in my case, select Use an existing list, 00:01:36.020 --> 00:01:38.320 then Browse to find it. 00:01:42.070 --> 00:01:45.710 Now click Open and select the worksheet that contains the list. 00:01:45.710 --> 00:01:49.800 I know mine is in sheet 1. 00:01:49.800 --> 00:01:54.120 You can uncheck any recipients that you don't want to include. 00:01:55.170 --> 00:02:00.880 I want to include everybody though so I'm going to go ahead and click OK, 00:02:00.880 --> 00:02:04.970 and now it shows that workbook as my recipient list. 00:02:04.970 --> 00:02:07.150 So now it's time to write my letter. 00:02:07.150 --> 00:02:11.420 You can add something unique for each recipient including their address, 00:02:11.420 --> 00:02:14.050 a personal greeting, and more. 00:02:14.050 --> 00:02:18.900 I'd like to add an address block first. Just place your cursor where you want to go, 00:02:20.690 --> 00:02:24.140 then click the item. 00:02:24.140 --> 00:02:28.520 Here's a preview of what it's going to look like and a few alternative formats 00:02:28.520 --> 00:02:31.600 to choose from for the recipient's name. 00:02:32.260 --> 00:02:34.260 Click OK 00:02:34.260 --> 00:02:40.260 and a placeholder will appear in your document. This is where the address will go later on. 00:02:40.260 --> 00:02:45.180 The other thing I'd like to add is a greeting. 00:02:46.060 --> 00:02:52.260 Again you have the ability to change some of the formatting if you'd like. 00:02:54.360 --> 00:02:56.500 Let's move on to the next step: 00:02:56.520 --> 00:02:59.300 previewing the finished product. 00:02:59.580 --> 00:03:00.590 I just want make sure that 00:03:00.590 --> 00:03:03.980 the information from my list appears the way it should. 00:03:03.980 --> 00:03:09.780 You can take a look at each recipient's copy by clicking the arrows here. 00:03:09.780 --> 00:03:15.290 Everything looks great so let's complete the merge. 00:03:15.290 --> 00:03:19.469 if you click the Print command, Mail Merge will ask which pages you want 00:03:19.469 --> 00:03:22.440 to print before sending you to the final step. 00:03:22.440 --> 00:03:28.000 I went to print every document my recipient list so I'm just going to keep all. 00:03:29.110 --> 00:03:33.020 Now all you have to do is adjust the settings if you need to, then click OK 00:03:34.540 --> 00:03:41.140 Knowing how to use mail merge is a must for creating multiple letters, labels, envelopes, and more. 00:03:41.140 --> 00:03:47.400 The possibilities, along with the time and energy you'll save, are practically endless.