Creating a Data Source in Microsoft Word and the Mail Merging process

Introduction

This tutorial will guide you through the process of creating a data source in Microsoft Word and performing a mail merge. Mail merging allows you to personalize documents like invitations by automatically inserting information from a data source. This step-by-step guide will ensure you understand how to set up both your data source and your primary document effectively.

Step 1: Create the Data Source Document

1. Open a New Word Document

   • Launch Microsoft Word and open a new blank document.

2. Insert a Table

   • Navigate to the Insert tab.
   • Click on Table and select a table with four columns and three rows.

3. Define Field Names

   • In the first row of the table, type the following field names (headings):
     • NAME
     • SURNAME
     • GROUP
     • GENDER
   • Ensure all field names are in capital letters for consistency.

4. Enter Records

   • Below the field names, enter your data in the subsequent rows. For example:
     • Row 2: Jacob, Chad, Marketing, Male
     • Row 3: Bilqis, Janet, Sales, Female
     • Row 4: Syndicate, Smith, IT, Male

5. Save the Document

   • Go to File > Save As and choose a location (e.g., Desktop or Documents). Name the file appropriately (e.g., "Data Source").

Step 2: Create the Primary Document

1. Open a New Document for the Invitation

   • Open another new blank document in Word.

2. Write the Invitation Text

   • Type the content of your invitation, leaving spaces where you want to insert the field names later.

3. Access the Mailings Tab

   • Click on the Mailings tab in the ribbon.

4. Start Mail Merge

   • Click on Start Mail Merge and select Step by Step Mail Merge Wizard.

Step 3: Set Up the Mail Merge

1. Select Document Type

   • In the Mail Merge wizard, select Letters as the document type and click Next.

2. Use the Current Document

   • Choose Use the current document and click Next.

3. Select Recipients

   • Click on Select Recipients and choose Use an existing list. Locate and select your previously saved data source document.

4. Confirm the Data Source

   • Ensure the data source is loaded correctly and click OK.

Step 4: Insert Merge Fields

1. Insert Merge Fields

   • Place your cursor in the position where you want to insert the first field (e.g., after "Dear").
   • Click on Insert Merge Field and select NAME. Repeat this for the other fields (SURNAME, GROUP, GENDER) in the appropriate spots in your document.

2. Format the Document

   • Adjust the font and size as needed to ensure the invitation looks professional.

Step 5: Preview and Complete the Merge

1. Preview Your Letters

   • Click on Preview Results to see how the merged data appears in your invitation. Navigate through the records to verify accuracy.

2. Complete the Merge

   • Once satisfied with the preview, go to Finish & Merge and select Print Documents or Edit Individual Documents to finalize the merge.

3. Save Your Work

   • Save the primary document by clicking File > Save As. Choose a location and name the document (e.g., "Invitations").

Conclusion

You have successfully created a data source in Microsoft Word and performed a mail merge to personalize invitations. This process can be applied to various documents, such as letters, labels, or envelopes, making it a versatile tool for any project. For future projects, consider exploring additional formatting options or integrating Excel for more complex data sources.