How to Mail Merge Microsoft Word?

Last Updated: Feb 12, 2024 by

Mail merging is a useful feature in Microsoft Word that allows you to create personalized documents, such as letters or labels, by merging a main document with a data source. This can save you time and effort when sending out mass communications, as you can easily customize each document with specific information for each recipient. In this article, we will guide you through the steps of mail merging in Microsoft Word.

Setting up the Main Document

The first step in mail merging is to create the main document. This is the document that will contain the basic text and layout of your communication. To set up the main document, open Microsoft Word and click on the “Mailings” tab. Then, click on “Start Mail Merge” and select the type of document you want to create, such as letters, envelopes, or labels.

Creating the Data Source

Next, you will need to create a data source that contains the information you want to merge into your main document. This can be done by creating a new Excel spreadsheet or using an existing one. Make sure that the data is organized in columns and that each column has a header that describes the type of information it contains, such as “Name,” “Address,” and “City.”

Inserting Merge Fields

Once you have your main document and data source set up, you can start inserting merge fields into your document. These merge fields will act as placeholders for the information from your data source. To insert a merge field, click on the “Insert Merge Field” button in the “Mailings” tab and select the field you want to insert. Repeat this process for each piece of information you want to include in your document.

Previewing and Completing the Merge

Before completing the merge, it is important to preview your document to ensure that the merge fields have been inserted correctly. To do this, click on the “Preview Results” button in the “Mailings” tab. This will allow you to scroll through each document and see how the information from your data source will be merged into the main document.

If everything looks correct, you can complete the merge by clicking on the “Finish & Merge” button and selecting the option that best suits your needs. For example, you can choose to print the documents, save them as individual files, or send them as email messages.

Troubleshooting Common Issues

While mail merging in Microsoft Word is a relatively straightforward process, there are some common issues that may arise. For example, if your merge fields are not displaying the correct information, make sure that the headers in your data source match the merge fields in your main document. You should also check that the data in your data source is formatted correctly.


Mail merging in Microsoft Word can save you time and effort when sending out mass communications. By following these steps and troubleshooting any issues that may arise, you can easily create personalized documents for your recipients. Have you used mail merge in Microsoft Word before? Let us know in the comments.

Gulrukh Ch

About the Author: Gulrukh Ch

Gulrukh Chaudhary, an accomplished digital marketer and technology writer with a passion for exploring the frontiers of innovation. Armed with a Master's degree in Information Technology, Gulrukh seamlessly blends her technical prowess with her creative flair, resulting in captivating insights into the world of emerging technologies. Discover more about her on her LinkedIn profile.