Mail Merge in Microsoft Word 2016 - example letter and spreadsheet

Mail Merge saves time. It helps you send many personalised letters, labels, or envelopes quickly. You write one document. Then Word fills it with data from a list. Most people use an Excel spreadsheet for that list. This guide walks you through each step. Sentences are short and clear. The aim is to make Mail Merge easy for beginners and useful for intermediate users.

What you need

  • A Word document (new or existing).
  • A recipient list. Usually an Excel file with columns like Name, Address, City.
  • Basic familiarity with Word tabs and menus.

Quick overview

Mail Merge has six main steps. They are: start Mail Merge, choose document type, select recipients, write your letter, preview, and complete (print or save). Below we explain each step in a simple way.

Step-by-step: How to run Mail Merge

Step 1 — Start Mail Merge

Open Word. Click the Mailings tab. Choose Start Mail Merge and then Step-by-Step Mail Merge Wizard. A pane appears on the right. The wizard helps you move through the process.

Step 2 — Choose a document type

Pick what you want to create. Common options are Letters, Envelopes, Labels, or Directory. Select the option that matches your goal. Click Next: Starting document to continue.

Step 3 — Select recipients

  • Choose Use an existing list.
  • Click Browse and find your Excel file.
  • If prompted, pick the correct worksheet in the file.
  • Use the checkboxes to include or exclude recipients.
Tip: Make sure your Excel columns have clear headers. For example: FirstName, LastName, Address, City, ZIP. That makes it easier to insert fields.

Step 4 — Write your letter

Type the body of your letter in Word. Place the cursor where you want personalised details. Use Address Block or Greeting Line for common formats. Or choose Insert Merge Field to add specific columns like FirstName or City. You can format these fields like normal text.

Step 5 — Preview the letters

Click Preview Results to see live samples. Use the arrows to move through records. Check for missing data and formatting issues. Fix anything you find in the main document or in the Excel file if needed.

Step 6 — Complete the merge

  • When everything looks right, click Finish & Merge.
  • Choose Print Documents to print directly.
  • Or choose Edit Individual Documents to create a new Word file with all merged pages. Save that file if you need to edit later.

Common checks before you print

  • Are addresses complete? Empty cells may leave blanks in letters.
  • Is the greeting line correct for missing titles? Use conditional fields if needed.
  • Did you test with a few records first? Preview at least 3–5 entries.

Benefits of using Mail Merge

  • Saves time on repetitive tasks.
  • Makes documents feel personal.
  • Works with letters, labels, envelopes, and emails.

5 FAQs about Mail Merge in Word 2016

What file types work as a data source?

Excel files (.xlsx) are most common. You can also use Access databases, CSV files, or Outlook contacts.

Can I skip records I don't need?

Yes. Use the recipient list wizard to uncheck rows. Or filter records by a column value before merging.

Will formatting from Excel carry over?

Text imports fine, but Excel cell formats (colors, fonts) do not transfer. Format the merged fields in Word.

Can I send merged emails?

Yes. Choose Email Messages as the document type. You will need an email field and a working email client or Outlook configured.

How do I handle missing data?

Use conditional fields or clean your spreadsheet. Add default text like "N/A" or use IF fields to show alternatives.

Conclusion

Mail Merge is a powerful tool in Word 2016. It is great for personalised mass mailings. The wizard makes the steps easy. Use a tidy Excel file as your data source. Preview carefully before printing. With practice you will complete merges quickly and with fewer errors.

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