If there is no information for a particular field, leave the box blank.īy default, Word skips blank fields. In this dialog box, enter the address information for each record. In the Mail Merge task pane, click Next: Select Recipients. To create a new database, follow these steps: Method 3: Create a database of names and addresses You can sort and edit your data if you want. Word displays the Mail Merge Recipients dialog box. In the Select Contact List Folder dialog box, select the Outlook contacts folder that you want, and then click OK. In the Select from Outlook contacts section, click Choose Contacts Folder. To use an Outlook Contact List, follow these steps: Method 2: Use names from a Microsoft Outlook Contacts List Type the name that you want to give to your main document, and then click Save. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document. You can sort and edit your data if you want to. If necessary, select the appropriate option in the All Data Sources list. Note If the data source is not listed in the list of files, select the appropriate drive and folder. In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open. In the Use an existing list section, click Browse. In the Mail Merge task pane, click Use an existing list. To use an existing data source, follow these steps: Use one of the following methods to attach the main document to the data source. When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. In the Mail Merge task pane, click Next: Select recipients. Start from existing document: Open an existing document to use as your mail merge main document. Start from a template: Select one of the ready-to-use mail merge templates. Use the current document: Use the currently open document as your main document. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives. In the Mail Merge task pane, click Letters. On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.