Microsoft KB Archive/294691

= WD2002: Mail Merge Basics - The Process Explained =

PSS ID Number: 294691

Article Last Modified on 11/5/2001

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The information in this article applies to:


 * Microsoft Word 2002

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This article was previously published under Q294691



SUMMARY
This article contains basic information about performing a mail merge in Microsoft Word 2002. The information is useful if you have not used mail merge previously and want to understand how it works.



What Is Mail Merge?
The purpose of mail merge is to create multiple copies of the same document and to populate each copy with unique data from an external file or database. For example, you might want to print the same form letter for 500 different recipients and include each recipient's name on the greeting line.

You can use mail merge to create form letters, envelopes, labels, e-mails, and directory-style listings.

How Does Mail Merge Work?
You can turn any Word document into a mail merge document by specifying a &quot;data source&quot; for the mail merge. The data source is an external file or database that contains the information that you want to merge into the document.

After you link your document to a data source, you insert MERGE fields into the document where you want the information from the data source to appear. Think of MERGE fields as placeholders for the data that you will add to the document from the data source.

The final step is to send the results of the mail merge to a new document, directly to the printer, or directly to your e-mail program if your mail merge document is an e-mail message.

What Types of Data Can Word Use?
For its data files, Word can connect to other Word documents, the Outlook Address Book, Excel workbook files, Access database files, comma-delimited or tab-delimited text files, and a variety of other database formats. If you do not already have a data file, Word can help you create one.

Each data file is comprised of &quot;records&quot;, which are the individual entries in the data source. Each record is comprised of &quot;fields&quot;, which are the unique pieces of information in each record. For example, if your data source is a list of names and mailing addresses, each record represents a different person in the list, and each field represents a different part of the mailing address. The typical mailing list contains fields such as First Name, Last Name, Address, City, State, and Zip Code.

For additional information about setting up mail-merge data sources, click the article numbers below to view the articles in the Microsoft Knowledge Base:

294688 WD2002: How to Design and Set up a Mail Merge Address List

294697 WD2002: How to Use Outlook Contacts in a Word Mail Merge

How Do You Perform a Mail Merge?
Microsoft Word 2002 has a tool called the Mail Merge Wizard that guides you through each step of the mail-merge process. This wizard replaces the Mail Merge Helper from earlier versions of Word.

To access the Mail Merge Wizard, click the Tools menu in Word, point to Letters and Mailings, and then click Mail Merge Wizard.

For additional information about setting up mail-merge documents, click the article numbers below to view the articles in the Microsoft Knowledge Base:

294683 WD2002: How to Use Mail Merge to Create Form Letters

290408 WD2002: Frequently Asked Questions About Mail Merge

294684 WD2002: How to Use Mail Merge to Create Mailing Labels

294685 WD2002: How to Use Mail Merge to Create Envelopes

294694 WD2002: How to Use Mail Merge to Create E-mail Messages

294695 WD2002: How to Use Mail Merge to Create Faxes

294693 WD2002: How to Use Mail Merge to Create a Directory

