Module – Word Processing

Lesson 6 – Mail Merge (Letters, Envelopes and Labels)

Mail Merge is a powerful tool used to create multiple personalised documents automatically. It combines a main document (such as a letter or email) with a data source (such as a list of names and addresses). This lesson covers the complete mail merge process, including letters, envelopes, labels and rules.

Learning outcomes

By the end of this lesson, you should be able to:

• Explain what Mail Merge is and when to use it.
• Identify the three main components of a mail merge.
• Connect a Word document to a data source (e.g. Excel).
• Insert and preview merge fields in a letter.
• Complete a merge to new documents, printer or email.
• Create address labels using Mail Merge.
• Use basic Mail Merge rules such as If…Then…Else.

1. What is Mail Merge?

Mail Merge allows you to create several customised documents at once. Each copy contains personalised details from a data list.

Common uses:

• Sending letters to many people.
• Printing address labels.
• Creating envelopes with names and addresses.
• Personalised certificates.
• Mass emails (Outlook required).

2. The three components of a mail merge

Mail Merge requires three elements:

• Main document – the letter, email or label layout.
• Data source – list of names, addresses or other information.
• Merge fields – placeholders inserted into the document.

Common data sources:

• Excel spreadsheet (most common).
• CSV file.
• Access database.
• Outlook contacts.

3. Starting a Mail Merge

In Microsoft Word:

• Mailings → Start Mail Merge

Choose document type:

• Letters.
• Email messages.
• Envelopes.
• Labels.
• Directory.

4. Selecting recipients (Connecting the data)

Connect the document to a data list:

• Mailings → Select Recipients

Options:

• Use an existing list (Excel, CSV).
• Select from Outlook Contacts.
• Type a new list.

When selecting an Excel file, choose the correct sheet (e.g., Sheet1) and confirm that the first row contains column headings.

5. Inserting merge fields

Merge fields pull information from the data source and insert it into the document.

Mailings → Insert Merge Field

Common merge fields include:

• FirstName.
• LastName.
• AddressLine1 / Address.
• Town.
• Postcode.

Example of merge fields inside a letter:

<<FirstName>> <<LastName>>
<<AddressLine1>>
<<Town>> <<Postcode>>

6. Previewing merged results

Always check that the inserted fields display correctly.

• Mailings → Preview Results

This shows how each personalised copy will look.

7. Completing the merge

When ready:

• Mailings → Finish & Merge

Options:

• Edit Individual Documents – creates a new file with all letters.
• Print Documents – print directly.
• Send Email Messages – requires Outlook.

8. Mail Merge for labels

To print address labels:

• Mailings → Start Mail Merge → Labels

Choose label vendor (Avery, Herma) and product number from the packet.

Then:

• Select Recipients.
• Insert Merge Fields (arranged inside the first label).
• Update Labels – copies the layout to all labels.
• Preview and Finish & Merge.

9. Mail Merge rules (ICDL requirement)

Rules automate decisions within a merge, such as greetings or conditional text.

Mailings → Rules

Examples:

• If…Then…Else – choose different text depending on a field value.
• Fill-in – prompt the user for information during merge.
• Ask – ask for reusable text (for example, a meeting date).
• Merge Record # – insert the record number.

Example Rule:

If Title = “Dr” → use “Dear Dr <<LastName>>”
Else → use “Dear <<FirstName>>”

10. Practical Activity

In your word processor, complete these steps:

• Create a simple Excel list: FirstName, LastName, Address, Town, Postcode.
• Create a letter in Word and connect it to the Excel file.
• Insert merge fields for name and address at the top of the letter.
• Preview the results to check details display correctly.
• Use Finish & Merge → Edit Individual Documents to create all letters.
• Create a sheet of mailing labels using the same data.
• Apply an If…Then…Else rule to change the greeting line based on a field (for example, Title).

Quick self-check quiz

Click each question to reveal the answer.

1. Name the three main parts of a Mail Merge.

2. Which Word tab contains the Mail Merge tools?

3. Which option should you use to create a new document containing all merged letters?

4. What does the “Update Labels” button do during a label merge?

5. Give one example of a Mail Merge rule.