Detailed instructions for mail merge in Word 2010, 2013, 2016

In this article, TipsMake will guide you how to do it on popular versions of Word.

Table of contents:
1. How to do it on Word 2007 - 2019
2. How to do it on Word 2003

How to Mail Merge in Microsoft Word

First, you need to have an available original word file to insert information into.

For Word 2007 - 2019

Step 1: Click on the  Mailings tab , select  Start Mail Merge  then select the Step by Step Mail Merge Wizard function  …

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 1

Step 2: Select  Letters  and click  Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 2

Step 3: Select Use the current document then click Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 3

Step 4: Select  Type a new list  to create a new list, then click  Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 4

Step 5: The dialog box to create list fields appears, click the  Customize Columns… button  to delete, add or edit the names of available fields as you like.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 5

Step 6: Select the field to delete and click the  Delete button  to delete it (click Yes to confirm), click  Rename … to change the field name as you like.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 6

Step 7: After completing the field names, you proceed to enter the corresponding data. Click  New Entry  to add a new line. When finished entering, click  OK  to finish.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 7

Step 8: Select where to save the list file and name it, then click  Save .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 8

Step 9: Click  OK

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 9

Step 10: Click  Next  to continue

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 10

Step 11: Place the mouse cursor where you need to insert the information and click  More items…

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 11

Step 12: Select the corresponding field, then press  Insert . Repeat this step until all fields in the list have been inserted.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 12

Step 13: Click  Next  to see the results

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 13

And here is the result:

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 14

For Word 2003

Step 1: Open the word file that needs mail merging, then go to Tools , select Letters and Mailings and then select Mail Merge…

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 15

Step 2: In the Mail Merge frame that appears on the right side of the word page, select Letters and click Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 16

Step 3: Select Use the current document and continue to click Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 17

Step 4: Select Use an existing list and click Next . You can also create a new list by clicking the Type a new list option .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 18

Step 5: Select the path to the Excel file to insert, click to select the file and then click Open.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 19

Step 6: Select the correct sheet containing the data and click OK.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 20

Step 7: If you want to insert all rows, click Select All . If you want to insert selectively, uncheck the rows of data you don't want to insert, then click OK .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 21

Step 8: Continue clicking Next

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 22

Step 9: Place the mouse cursor at the position where you want to insert data, then click More Items…

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 23

Step 10: The Insert Merge Field window appears , select the correct data field to insert and click Insert to insert. Click Close to close the window.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 24

Step 11: Repeat the above step until you have inserted all the desired data fields. Then click Next to see the results.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 25

Step 12: Click Next .

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 26

Step 13: Click Edit individual letters… to see the entire list after merging.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 27

Step 14: Select All

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 28

Step 15: You can also save this list by pressing Ctrl + S , then choose where to save, enter a file name and press Save to save.

Detailed instructions for mail merge in Word 2010, 2013, 2016 Picture 29

In this article, we have guided you in detail how to mail merge in Word 2010, 2013, 2016, helping you quickly create invitations, thank you letters, contracts with just a few simple steps. Thanks to that, you can save time when working with many recipients without having to enter each information manually.

Also, if you have problems when editing, you can refer to useful tips such as how to fix font errors when mail merging in Word or edit data lists in Excel to make mail merging more effective. These tricks will help you work faster and more accurately in Word.

Jessica Tanner

Update 20 February 2025