The Excel spreadsheet to be used in the mail merge is stored on your local machine. Changes or additions to your spreadsheet are completed before it's connected to your mail merge document in Word. For more information, see Prepare your Excel data source for mail merge in Word. Connect and edit the mailing list. Connect to your data source. Mail Merge (Word 2016 for Mac) Open Apple Mail. Go to Mail Menu and choose Preferences. Click Default Email Reader. Choose Outlook. Quit apple Mail.
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In Microsoft Word for Mac OS X, you can perform a mailmerge or data merge with the Data Merge Manager. These instructionsassume that you do not have a pre-existing source document where yourdata are stored. For more, see ARCHIVED: What is a mail merge?
Word 2011 or 2008
- Open a new, blank document.
- From the Tools menu, select Mail Merge Manager.
- In section 1 of the Mail Merge Manager, labeled 'Select Document Type',click Create New.
- Select the kind of of file you wish to create from the followingtypes:
- Form letters
- Mailing labels
- Envelopes
- Catalog
If you selected either Labels... orEnvelopes..., a dialog box will appear asking you toset up the format that will be used in the data merge. Select theformat that you want to use, and click OK. - Move on to section 2 of the Mail Merge Manager, labeled 'SelectRecipients List'. This section deals with your source document, whichstores the data for insertion into your main document. Click GetList, and select New Data Source....
- The window that pops up contains a list of placeholders that you can usein your main document. A placeholder is a particular type of information,such as a city name or zip code as part of an address label, or anindividual's name as part of a phone book. You may remove any of theseplaceholders by selecting the one you wish to delete and clickingRemove Field Name. Additionally, you may add a fieldby entering a name of your choice for the file into the 'Placeholder list'box, and then clicking Add Placeholder >>.
- When you are finished adding and/or removing placeholders,click OK to continue. The program will ask you to save yoursource file. To do this, in the 'Save As' box, enter aname for the file and click Save.
- After you save your source file, you will see a dialogbox titled
Data Form
. Enter the data you wish to mergeinto the fields in this box. After you have entered all theinformation for one record, click Add New or press theReturn
key to add additional records. When you haveentered all the records, click OK. - Depending on what type of mail merge you chose in step 4, eitheryou will see a new window pop up or you will be returned to your maindocument. In either case, this is when you decide which fields toinclude in your main document and where you want them to appear. Forform letters, catalogs, and envelopes, drag items from the 'Insert Placeholders' area of the Data Merge Manager to your main document. Forlabels, in the
Edit Labels
dialog box, position thecursor where you want each field to appear, click the Insert MergeField menu and choose which field you wantto include. When you have finished, click OK. - In the Mail Merge Manager, you are ready to preview what your datamerge will look like. Next to the word 'Preview Results', click the triangleso that it is pointing down, and then click the View Merged Dataicon (the farthest left icon). This will give you a graphic displayof what your merged data will look like when printed.
- At this point you can go back and make any changes that arenecessary. When your document looks the way you want it to look, goback to the Mail Merge Manager. Next to the word 'Complete Merge',click the triangle so that it is pointing down. If you are ready toprint your merged data, click the Merge to Printer icon (thefarthest left icon). If you want to merge the information into adocument and save it for later, click the Merge to NewDocument icon (the second icon from the left).
- You should now have a new document with your merged records. Youmay print, save, or view this document as you would any other Word document.
Word 2004
- Open a new, blank document.
- From the Tools menu, select Data Merge Manager.
- In section 1 of the Data Merge Manager, labeled 'Main Document',click Create.
- Select the kind of of file you wish to create. You can choose fromthe following types:
- Form letters
- Mailing labels
- Envelopes
- Catalog
If you selected either Labels... orEnvelopes..., a dialog box will appear asking you toset up the format that will be used in the data merge. Select theformat that you want to use, and click OK. - Move on to section 2 of the Data Merge Manager, labeled 'DataSource'. This section deals with your source document, which storesthe data for insertion into your main document. Click GetData, and select New Data Source....
- The window that pops up contains a list of fields that you can usein your main document. A field is a particular type of information,such as a city name or zip code as part of an address label, or anindividual's name as part of a phone book. You may remove any of thesefields by selecting the field you wish to delete, and clickingRemove Field Name. Additionally, you may add a fieldby entering a name of your choice for the file into the 'Field Name'box, and then clicking Add Field Name >>.
- When you are finished adding and/or removing the field names,click OK to continue. The program will ask you to save yoursource file. To do this, in the 'File Name' or 'Save As' box, enter aname for the file and click Save.
- After you save your source file, you will see a dialog box titled
Data Form
. Enter the data you wish to merge into thefields in this box. After you have entered all the information for onerecord, click Add New or press theReturn
key toadd additional records. When you have entered all the records, clickOK. - Depending on what type of data merge you chose in step 4, eitheryou will see a new window pop up or you will be returned to your maindocument. In either case, this is when you decide which fields toinclude in your main document and where you want them to appear. Forform letters, catalogs, and envelopes, drag items from the 'MergeField' area of the Data Merge Manager to your main document. Forlabels, in the
Edit Labels
dialog box, position thecursor where you want each field to appear, click the Insert MergeField menu and choose which field you wantto include. When you have finished, click OK. - In the Data Merge Manager, you are ready to preview what your datamerge will look like. Next to the word 'Preview', click the triangleso that it is pointing down, and then click the View Merged Dataicon (the farthest left icon). This will give you a graphic displayof what your merged data will look like when printed.
- At this point you can go back and make any changes that arenecessary. When your document looks the way you want it to look,go back to the Data Merge Manager. Next to the word 'Merge', click thetriangle so that it is pointing down. If you are ready to print yourmerged data, click the Merge to Printer icon (the farthestleft icon). If you want to merge the information into a document andsave it for later, click the Merge to New Document icon(the second icon from the left).
- You should now have a new document with your merged records. Youmay print, save, or view this document as you would any other Word document.
You can use an Excel workbook as your Word 2011 mail merge data source in Office 2011 for Mac. Get ready by preparing an Excel workbook with a data range or table that’s set up as a mailing list and a new, blank document in Word.
To make labels from Excel or another database, take the following steps:
Mail Merge Outlook
- In the Mail Merge Manager, click Select Document Type and then choose Create New→Labels.
- From the Label Products pop-up menu, choose the product.
- From the Product Number list, select the correct number for your labels.
- Click OK to close the Label Options dialog.A table appears. Don’t make any adjustments to the table or click in the table. The insertion cursor should be blinking in the upper-leftmost cell, which will be the only empty cell in the table. You may have to drag the bottom scroll bar to see the blinking cursor. Section 1 of Mail Merge Manager now displays the name of the Main Document and which type of merge you’re performing.
- In the Mail Merge Manager, click Select Recipients List and then choose Get List→Open Data Source.
- Navigate to the Excel (.xlsx) workbook you’re using as the data source and click Open.
- Select the worksheet or range that has the names and addresses for the data source, and then click OK.Your Word mail merge document is now linked to the worksheet or data range data source in the Excel workbook. The Edit Labels dialog appears.
- In the Mail Merge Manager, click Edit Labels.When the Edit Labels dialog opens, you see an empty Sample Label with a blinking insertion cursor.
- Click the Insert Merge Field pop-up menu and choose the field that will be on the left of the top row of the label.
- To add more lines to your label, press Return or Enter and then select another field from the Insert Merge Field pop-up menu.Do not click the Insert Postal Bar Code button. The U.S. Post Office changed how it generates postal bar codes, and Word doesn’t conform to the new specification.
- Click OK to close the Edit Labels dialog.You return to your Word document, and your table grid is now filled with a whole bunch of field names in chevrons. Step 3 of Mail Merge Manager opens, but don’t use anything from Mail Merge Manager Step 3 because the Edit Labels dialog takes care of inserting placeholders when making mail merge labels. Step 2 of Mail Merge Manager now shows the filename of the data source document.
- (Optional) In the Mail Merge Manager, click Filter Recipients.Filter data and order records.
- In the Mail Merge Manager, click Preview Results.
- In the Mail Merge Manager, click Complete Merge.You’re done!