This document provides information about using mail merge functionality in Microsoft Word 2016.
The basic mail merge functionality in Word 2016 is similar to the functionality in previous versions, but the buttons and dialog boxes differ.
Microsoft Word 2016 Mail Merge Toolbar
|Button Name and Description
Create envelopes for your documents.
Create labels for your documents.
Start Mail Merge
Begin the mail merge process by selecting from the drop-down menu the type of document you want to create. Alternatively, select Step by Step Mail Merge Wizard from the drop-down menu to display the Mail Merge Wizard. This will lead you through each step of the mail merge process.
Choose the people to whom you wish to send your completed documents by typing a new recipient list or selecting a data source that contains a recipient list.
Edit Recipient List
Display each row of data from the data source/recipient list in a datasheet view.
Highlight Merge Fields
Click to highlight fields in a document. Click again to turn off highlighting.
Note: The fields that you add using the Rules button are not highlighted.
Add an address field to your document.
Add a greeting line field to your document.
Insert Merge Field
Select the field representing any column from your data file.
Use options under this button to add fields that display information about the document itself or perform some action or calculation.
If Word could not match a column from your data file with a field, click Match Fields to match it manually.
Click once to display merge results. Click again to display fields.
First Record, Previous Record, Next Record, Last Record
Navigate to a specific merged record.
Go To Record
Type a number to navigate to a specific merged record.
Find merged documents that contain a certain word(s).
Auto Check for Errors
Find and fix errors in your document.
Finish & Merge
This button contains three options.
Mail Merge Wizard
To use the Word Mail Merge Wizard:
- Click Start Mail Merge.
- Click Step-by-Step Mail Merge Wizard...
The Mail Merge Wizard leads you through each of the following six steps.
- Select document type
- Select starting document
- Select recipients
- Write your letter/Arrange your labels
- Preview your documents
- Complete the merge