After you’ve started your email merge, label merge, or letter merge and connected to your address list, you can add mail merge fields. Each mail merge fields pull in the information from your address list, customizing each message, label, or letter.
Word includes the Greeting Line and Address Block fields, which add all the fields for a greeting or address, so you don’t have to add each field one at a time.
For example, to add a standard greeting to your email message or letter, use the Greeting Line merge field.
- Click where you want to add the greeting.
- Click Greeting Line.
Note: If the Greeting Line command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.
- Choose the name style that you want to use, and set other options.
Tip: To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.
- To make sure the field is formatted the way you want, highlight the whole field, including the marks at each end.
- Click Home, and then check the font and font size.
- Click Line Spacing to make sure the line spacing matches the spacing in the rest of your document.
After you add the fields you want to merge, type the information you want to be the same in each email message you send during the merge.
For end-to-end mail merge steps, see Use Word mail merge for email, Mail merge for labels, or Use mail merge to personalize letters.
Add an Address Block merge field
These same steps work for adding addresses to a mailing labels document—all at once, instead of separately inserting the name, street, city, and all the other parts of the address.
Just click Address Block instead of Greeting Line.
Note: If the Address Block command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.