Mail Merge in Microsoft Word is an automation tool that allows you to create personalized letters, emails, labels, envelopes, and directories efficiently. You can use it to send bulk correspondence without manually typing each recipient's information.

Before starting:

• Ensure your Word document is ready and formatted.
• Prepare your data source (Excel, CSV, Access, or Outlook contacts).
• Make sure all columns in your data source are correctly named (e.g., FirstName, LastName, Address, Email).

Steps to Create a Mail Merge Letter:

1. Open Microsoft Word → Go to Mailings Tab > Start Mail Merge > Letters.
2. Click Select Recipients > Use an Existing List and choose your Excel/CSV file.
3. Insert Merge Fields where you want personalized data using Insert Merge Field (e.g., FirstName, LastName).
4. Preview results using Preview Results button.
5. Finish by clicking Finish & Merge > Print Documents or Edit Individual Documents.

Shortcuts: Alt + M for Mailings tab.

Supported data sources:

• Excel spreadsheets (.xlsx)
• CSV files (.csv)
• Microsoft Access databases (.accdb)
• Outlook Contacts

Important steps before merging:

• Ensure no blank rows or invalid characters.
• Column headers should be meaningful and match your Merge Fields.
• Sort and filter recipients as needed in Excel or Word.

Lab Example: Create an Excel file with columns: FirstName, LastName, Address, City, PostalCode.

Common Merge Fields and their uses:

• MERGEFIELD: Inserts data from data source.
• ASK/FILLIN: Prompts user input during merge.
• IF / ELSEIF / COMPARE: Conditional content based on field values.
• SET: Define a variable to reuse.
• INCLUDETEXT / INCLUDEPICTURE: Include external documents or images.

Example Rule:

{ IF { MERGEFIELD Country } = "Kenya" "Dear Kenyan Customer," "Dear Customer," }

This prints a personalized greeting based on country.

Creating Labels:

1. Go to Mailings > Start Mail Merge > Labels.
2. Choose the label vendor & type (e.g., Avery 5160).
3. Select recipients (Excel/CSV) and insert Merge Fields.
4. Click Update Labels to apply to all labels.
5. Preview & print.

Creating Envelopes:

1. Go to Mailings > Envelopes.
2. Enter delivery & return address or insert merge fields.
3. Check envelope size and printer settings.
4. Click Print or add to document.

Microsoft Word allows you to create interactive forms that users can fill in.

Content Controls Types:

• Rich Text & Plain Text
• Combo / Drop-down
• Check Box
• Date Picker
• Picture Control
• Repeating Section

Steps to Create a Form:

1. Enable Developer Tab: File > Options > Customize Ribbon > Check Developer.
2. Insert controls from Developer tab (e.g., Text Box, Drop-down).
3. Set properties for each control (placeholder text, options, required fields).
4. Protect the document for filling in: Developer > Restrict Editing > Filling in Forms.

Word supports inserting barcodes in labels and envelopes for postal automation.

Steps:

1. Insert > Quick Parts > Field > Choose Barcode type (requires postal software add-ons).
2. Link to your address field using MERGEFIELD.

Scenario: Create 10 personalized letters for your customers in Excel.

1. Open Excel > Create columns: FirstName, LastName, Address, City, PostalCode.
2. Fill 10 rows of sample data.
3. Save file as customers.xlsx.
4. Open Word > Mailings > Start Mail Merge > Letters.
5. Select recipients > Use Existing List > Choose customers.xlsx.
6. Insert merge fields for name and address.
7. Preview Results > Finish & Merge > Print Documents.

This hands-on lab teaches letters, labels, envelopes, and basic rules.

• Alt + M – Mailings tab
• Ctrl + F9 – Insert field brackets { }
• Alt + F9 – Toggle field codes view
• Ctrl + Shift + F9 – Unlink field
• Ctrl + Shift + L – Apply bullet list (for forms)