All organizations communicate with their customers in the form welcoming emails, informing letters and they have to send it in bulk. Preparing a separate letters or emails or envelopes for each individual would make the work tedious. MS Word has provided the Mail Merge facilities to resolve this problem. Here, one can create a batch of letters, emails, envelopes, or labels. It also saves you time from intensive writing. So, let’s learn How to use mail merge in MS Word 2016?
And labels in word 2000 sr1 (windows professional 2000 environment)with the intention of doing a mail merge from contact information in outlook. Each time I have tried to create a form letter or label document, the insert merge field along with a number of other buttons on the mail merge toolbar are 'grayed-out'; why is this? Merging data into an E-Mail is just as simple as merging data into a form letter. Learn how to use Microsoft to merge data from an Excel workbook into an Ou.
Steps to use Mail Merge in MS Word 2016:
Let us suppose, you have to prepare an interview call letter for some candidates. It is obvious that the matter of the call letter will be same for all of them. The thing that would differ is their names and their addresses. So we will prepare a single matter and merge it to all the candidates. so let’s begin with the steps.
Step 1: Open a Word document on your screen and then go to Mailings tab.
Step 2: First, we have to create a list of the recipients for whom we are creating this particular matter. Under Mailings tab you have Select Recipients drop down button, click it. Under that, you will find three options Type a New List, Use an Existing List, and Choose from Outlook Contacts.
For the demonstration, I have chosen to Type a New List.
Step 3: A New Address List dialog box is opened. You can see the columns has tabs like Title, First Name, Last Name, Address Line 1 and so on, as there is a huge list. You can also customise these columns and choose only required ones. You have Customize Columns tab at the bottom.
Step 4: Once the columns are customized add all the entries in the columns and click OK.
Step 5: A Save Address List dialog box will pop up. Choose the location where you want to save the list. Name your list and Save it.
Step 6: Click on the Select Mail Merge drop down button. If you are familiar to mail merge, then you can directly use the tabs present under the Mailing tab and start mail merge. But, if you are using it for the first time, then choose Step-by-Step Mail Merge Wizard.
Step 7: You can see that the mail merge wizard has started on the right-hand side of the Word window. The first step is to select the type of document you are creating, for demonstration I have chosen Letters. You can freely select your type.
Then for next step click Next: Starting document.
Step 8: Next, you have to select, from which document you want to start. I have chosen the current document. You can start either from a template or any existing document.
Then for proceeding further, click on the Next: Select recipients.
Step 9: In the 3rd step of mail merge you have to select the recipients. So, as we had created a list earlier, I will opt for Using an existing list. Then for specific selection click on Select a different list or Edit recipient list. Then mark or unmark the recipient you want to send the letter to. Here, I have selected all the recipients.
The Click Next: Write your letter for next step.
Step 10: Here, type your matter first and then select the fields that you want to insert in your letter. Remember, firts you have to click the cursor in the text where you want to insert the field and then select the field you want to insert.
Step 11: You can see that the fields you inserted would appear like «AddressBlock», «Title», «First_Name» and so on.
Then for further step click on Next: Preview or letters.
Step 12: Here, you can individually Preview your letters. You can edit the matter of the letters or the list of the recipients. But, you can not edit the merged fields here, if you want to edit the merge fields you have to edit it in the list.
Click on Next Complete the merge.
Step 13: This is the last step. You can Print your letters.
Hope the content is useful. Keep reading.
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So this probably seems like a rather random topic for the blog but given I do write a lot about being organised, I felt this (sort of) fitted the bill. It’s something I have been struggling to work out for the last week and I couldn’t find a good guide anywhere so decided to write my own. After many moments of frustration and endless Google searching on guides for how to do a mail merge email with office for Mac I’ve finally worked it out!!
Step by step guide on how to do a mail merge email with office for Mac
First, some basic principles on mail merge emails for those who aren’t familiar. Mail merge emails are written and managed from Word, not from Outlook. All data that will be “merged” into the email is taken from an excel file. This file should be set up with headings in each column with the first column being email. So you might have columns that read Email, First Name, Surname etc. Whatever fields you have in this file are the fields you will be able to merge into your document. It is very important that you have this set up correctly with email in the FIRST column.
Let’s get started…
Email Merge Greyed Out Word 2016 Online
- Make sure your default mail setting is “Outlook”. You can co this by going to “Mail” (the Apple mailbox with the eagle on it) and selecting Preferences – General –Default Email Reader – Outlook. This is essential. It will not work if you don’t do this!
- Restart your computer (for some reason I needed to restart before it seemed to remember my preferences).
- Make sure your Excel document is set up correctly. Email should be in the first column and each other column with information will need a relevant heading. New recipients then go in each row.
- Close your Excel document.
- Open word, choose a new blank document.
- Go to Tools – Mail Merge Manager
- The Mail Merge Manager will then open. Select “Create New” and choose “Form Letters” if you want to send an email.
- In the main Word document write out your email. You can merge fields into your document here to personalise it. For example, you may want to write Dear “clients name”. You would do this by dragging the relevant placeholder into the document. It will show up as <<Column Heading>> rather than the actual contents of the column but will merge together before sending and you can preview it in a later step.
- Filter recipients using the options button. You might choose to email only certain people in your Excel document. I personally don’t use this and tend to modify my Excel file rather than filter here.
- Preview your email by clicking on the <<ABC>> button under “Preview Results”. Here you can flick through each email with the arrows and it will show you how the email will display. Keep in mind that your signature will be added by Outlook. See below for more hints on this.
- Click “Generate email messages” and Outlook will open and send your emails.
Email Merge Greyed Out Word 2016 Free
Hints & Trouble Shooting:
- Make sure the account you want to send from is your default account in Outlook.
- Outlook will automatically add your signature in but if you use a signature with an image, you may need to remove the image or set it so that it doesn’t use a signature for that account and then include your signature in the word document. I found it didn’t handle my logo well when I let Outlook insert my signature.
- If you find that the generate email messages is grayed out this is probably because you failed to restart your computer after changing your default mail reader to outlook (or you skipped this step altogether!)
- If you get an error saying “Word was unable to mail your document. Please make sure your mail program is configured correctly and that you can send mail with it” then shut down your computer and start in safe mode by holding the shift key while the computer starts. For some reason this seems to clear the caches or something and fixes the issue.