What is a mail merge in Microsoft Word?

You use mail merge when you want to create a set of documents, such as a letter to be sent to many customers either by email or printed letter

Eg: Christmas wishes, or a change of address

Each letter or email has the same kind of information, yet it is uniquely addressed to the individual recipients.

For example, each letter can be personalized to address each customer by name.

The unique name per client from entries in a data source, such as Outlook Contact details, an Excel or CSV file.

The mail merge process entails the following overall steps:

  1. Set up the main document. Create the letter (or email) that must be sent to all clients, after personalization.
  2. Connect the document to a data source.
  3. Refine the list of recipients or items. You may want to send your letters (or emails) to a subsection of the whole database (data source)
  4. Add placeholders, called mail merge fields, to the document. When you perform the mail merge, the placeholders will be replaced by someone´s name per letter (or email).
  5. Preview and complete the merge.


Learn more about mail merge in our online seminar: Costs: £15

When: Wednesday 28th November,

Time: 10h00 – 10h45

Alternative date:  Request a time for yourself .

Where: Online

To enter our web conference room: When you book you will receive an invite with log-in instruction