WEBVTT Kind: captions Language: en 00:00:11.480 --> 00:00:16.500 Mail Merge is a great time-saver if you need to create multiple documents that are the 00:00:16.500 --> 00:00:21.520 same, but unique in some way - like name tags for an event, or envelopes printed with each 00:00:21.520 --> 00:00:26.460 person's name The document I have here is a letter offering 00:00:26.460 --> 00:00:29.130 customers a discount on their next order. 00:00:29.130 --> 00:00:33.770 I want to personalize it by addressing each copy of the letter to the customer, using 00:00:33.770 --> 00:00:36.710 information I have stored in a spreadsheet. 00:00:36.710 --> 00:00:46.010 To begin, go to Mailings... then Start Mail Merge... and select Step by Step Mail Merge 00:00:46.010 --> 00:00:47.590 Wizard... 00:00:47.590 --> 00:00:53.079 This will walk you through the process one step at a time, using this window on the right. 00:00:53.079 --> 00:00:57.530 The type of document I'm working on is indeed a letter, so I'm going to click Next... 00:00:57.530 --> 00:01:06.570 I also plan to stick with my current document instead of using something else, like a template. 00:01:06.570 --> 00:01:12.290 Now I need an address list, so Word can create a copy of the letter for each customer. 00:01:12.290 --> 00:01:17.700 To start from scratch, you can "Type a new list," then click Create to enter your recipients 00:01:17.700 --> 00:01:18.700 individually... 00:01:18.700 --> 00:01:30.789 Alternatively, if you do have a list (like an Excel workbook in my case), choose "Use 00:01:30.789 --> 00:01:39.539 an existing list,"... then Browse to find it... 00:01:39.539 --> 00:01:45.819 Now click Open... and select the worksheet that contains the list - I know mine is in 00:01:45.819 --> 00:01:50.039 Sheet 1. 00:01:50.039 --> 00:01:53.960 In this window, you can uncheck any recipients you don't want to include. 00:01:53.960 --> 00:02:01.401 I would like to include everybody, so I'm going to go ahead and click OK... and now 00:02:01.401 --> 00:02:05.710 it shows that workbook as my recipient list. 00:02:05.710 --> 00:02:07.819 Now it's time to write my letter. 00:02:07.819 --> 00:02:13.730 You can add something unique for each recipient, including their address, a personal greeting, 00:02:13.730 --> 00:02:17.400 custom postage (which requires special software), and more. 00:02:17.400 --> 00:02:20.349 I'd like to add an address block first. 00:02:20.349 --> 00:02:26.370 Just place your cursor where you want it to go, then click the item... 00:02:26.370 --> 00:02:30.579 Here's a preview of what it's going to look like, and a couple different formats to choose 00:02:30.579 --> 00:02:33.920 from for the recipient's name. 00:02:33.920 --> 00:02:38.670 Click OK... and a placeholder will appear in your document, where the address will go 00:02:38.670 --> 00:02:39.670 later... 00:02:39.670 --> 00:02:43.900 The other thing I'd like to add is a greeting... 00:02:43.900 --> 00:02:54.659 Again, you have a preview here, and the ability to change some of the formatting... 00:02:54.659 --> 00:02:57.670 Let's move onto the next step: previewing the finished product... 00:02:57.670 --> 00:03:03.469 I just want to make sure the information from my list appears the way it should. 00:03:03.469 --> 00:03:08.290 You can take a look at each recipient's copy by clicking the arrows here... 00:03:08.290 --> 00:03:13.599 Everything looks great, so let's complete the merge... 00:03:13.599 --> 00:03:15.400 If you click the Print command... 00:03:15.400 --> 00:03:20.319 Mail Merge will ask which pages you want to print before sending you to the final step. 00:03:20.319 --> 00:03:28.189 I want to print every document in my recipient list, so I'm going to keep All. 00:03:28.189 --> 00:03:34.579 Now all you have to is adjust the settings if you need to, then click OK... 00:03:34.579 --> 00:03:39.269 Knowing how to use Mail Merge is a must for creating multiple letters, labels, envelopes, 00:03:39.269 --> 00:03:40.359 and more. 00:03:40.359 --> 00:03:44.290 The possibilities - and the time and energy you'll save - are almost limitless.