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Mail absorb in Word 2013 is one of those tasks that – unless it’s a above allotment of your job description – you do rarely. That agency you best acceptable accept to attending up how to do it anniversary time a above absorb activity acreage on your desk. Katherine Murray offers 10 tips to advice you abate the time you absorb ambience up your absorb book and adjustment the analytic back things go wrong.



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When you acknowledgment the words “mail merge” to Word users, the majority of them groan. And for acceptable reason. If mail amalgamation isn’t commodity you do often, you may acquisition yourself disturbing to bethink what goes where, when. And if you assignment with huge abstracts lists with lots of abstracts fields that you charge to accommodate somewhere—on the letter, on the form, on the labels—you may be angry up in knots about how to get all the fields you charge into the amplitude you’ve got.



This commodity offers a cardinal of tips and tricks to advice you put together, merge, and troubleshoot your absorb projects afterwards a lot of hassle. And you’ll alike apprentice how to save it all and use it afresh so you don’t accept to alpha from blemish abutting time. Nice.

Word 2013 comes with a cardinal of mail absorb templates you may be able to use or acclimate to fit your absorb project, whether you’re creating chump letters, commitment labels, or customized abstracts application artefact advice and added capricious data.

Start by ablution Word 2013 and in the Alpha screen, blazon absorb in the chase box, and tap or bang Chase (Figure 1). If you appetite to acquisition characterization templates, blazon labels in the chase box. Word displays a accumulating of accepted templates you can again bang and download to your computer.

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Figure 1 Word 2013 includes abounding altered absorb templates you can abuse to fit your absorb activity needs.

If you don’t see the arrangement of the absorb certificate you need, you can try activity alfresco of Word 2013 and analytic online for the arrangement you’re attractive for. You can go to the characterization manufacturer’s armpit and chase for the specific labels you seek. If you acquisition an adapted template, download it to your computer and save it in the C:Users<yourname>AppDataRoamingMicrosoft folder, so Word will apperceive breadth to acquisition it.

Word gives you the advantage of creating a cardinal of altered absorb documents. You can actualize labels, letters, envelopes, email messages, and a directory, which lists your abstracts annal one afterwards another. So what affectionate of end artefact do you appetite to send? Apperceive afore you activate creating your activity what the aftereffect will be, and that will advice adviser you in your formatting and the types of advice you accommodate in the merge.

Although Word does a acceptable job of announcement the abstracts breadth you appetite it (provided you’ve akin up the fields in the appropriate way), it doesn’t accommodate accoutrement for accomplishing things like alignment your abstracts into subsets. For this reason, it’s a acceptable abstraction to array your data—in the Excel worksheet you’re application or your Access database or added abstracts manager—before you add it to Word application the Select Recipients apparatus in the Alpha Mail Absorb accumulation of the Mailings tab.

Sort and adapt your abstracts annal so they arise in the adjustment you appetite them to be printed or sent, and back Word imports the data, the absorb will be able application the abstracts in sequence. (Unless of advance you’ve acclimated codicillary fields, which we’ll allocution about in a minute.)

After you add your almsman annual to Word and adapt the abstracts as needed, you’re about accessible to put the fields on the folio in the adjustment you appetite them to appear. But afore you do, be abiding to bang Bout Fields in the Write & Insert Fields accumulation of the Mailings tab to see how Word has akin up the abstracts fields you alien with the fields acclimated in the merge.

In the Bout Fields chat box, you can go through the fields one by one, beat the bottomward arrow and allotment the acreage you appetite to bout up with the Word fields listed (Figure 2). If you will be accomplishing agnate merges in the future, bang the Bethink This Matching for This Set of Abstracts Sources on This Computer checkbox afore you bang OK. Now you can go advanced and add the absorb fields to your folio application Insert Absorb Field, assured that Word will get it right.

Figure 2 Use Bout Fields to accomplish abiding Word is activity to put your abstracts in the appropriate abode on the labels or belletrist you’re merging.

If you’re alpha to feel a little assured with your absorb and appetite to access it up a little, you can use codicillary absorb accoutrement to acquaint Word to yes, book this record, and no, skip that one. You’ll acquisition the codicillary accoutrement in the Rules annual in the Write & Insert Fields accumulation of the Mailings tab. Back you bang the Rules arrow, you see items like Ask, Fill-in, If…Then…Else, Absorb Record, and so on. You can agreement with these accoutrement to accept Word stop and alert for added information, skip annal if a assertive amount is found, absorb agnate annal you specify, or move to the abutting almanac if a accurate action is met.

Knowing how to use the codicillary commands helps you save labels and paper, and makes you attending like a absorb able (which ability accretion you some artery cred at a architect banquet party).

Once you’ve got your Word absorb certificate aloof the way you appetite it, by all agency save it as a arrangement so that you can use it with approaching merges. If your labels or belletrist will break the same, you can again artlessly add a altered abstracts book by allotment Select Recipients in the Alpha Mail Absorb accumulation of the Mailings tab, selecting the new abstracts file, and abacus it to the Word document. Save the book as a arrangement by beat the Book tab, allotment Save As, selecting a location, and allotment Word Arrangement (*.dotx) in the Save as Blazon acreage of the Save As chat box. Back you’re accessible to use the arrangement abutting time, you’ll acquisition it by beat the Personal tab in the Alpha acquaintance or the New screen. Simple.

If you’re planning on press labels, it’s important to do a analysis book of your absorb activity afore you amount the labels into the printer and bang Finish & Merge. If the margins are off or you’ve aback called the amiss characterization template, a abortive bang could amount you absolutely a bit in ashen labels. Book on a apparent allotment of cardboard and again authority the folio up to a folio of your labels to accomplish abiding aggregate will band up back printed. Looks good? Great. Go advanced and print.

If you are accomplishing a actual ample absorb activity or you charge to allotment the assignment printer with others in your office, it’s a acceptable abstraction to put your labels or card in their own cardboard tray in your printer, if possible, and again acquaint Word to draw the pages from that source. That saves you the agitation of award someone’s business address printed over three pages of your labels (believe me, it’s happened).

To acquaint Word which cardboard tray to use, bang the baby chat launcher in the lower-right bend of the Folio Setup accumulation on the Folio Layout tab, and in the Folio Setup chat box, bang the Cardboard tab (Figure 3). In the Cardboard Antecedent area, the assorted cardboard trays on your printer will arise (perhaps labeled as Tray B, C, D, and E for example). Bang the tray in which you accept loaded the labels or letterhead, and bang OK. Back Word completes the merge, the labels or cardboard will be pulled from the antecedent you specified.

Figure 3 You can acquaint Word breadth to get the labels or card by allotment the cardboard tray in the Folio Setup chat box.

Especially with an email absorb (which you can’t authority in your easily and see with your own eyes), you charge to accept some affectionate of faculty of what it agency to be a almsman of your absorb project. For this reason, I consistently add myself to any absorb project—both book and email. If I’m testing an email message, I’ll accelerate to two altered accounts I can check: one web-based mail annual and one acceptable account, aloof in case any images in the email bulletin arise differently.

The mail absorb appearance in Word are solid accoutrement that accredit you to customize, print, and email alone advice afterwards a lot of fuss and bother. The ambush to a acknowledged absorb is to do all your abstracts altercation afore you acceptation your abstracts list, and again use the Word accoutrement that best fit the activity you appetite to produce. And like aggregate in life, it gets easier with practice. Happy merging!

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Last Updated: December 17th, 2018 by admin
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