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Working with Special Content in Word

Creating a Form Letter

If the idea of creating a form letter sends a shudder of apprehension down your spine, relax; it’s no more difficult than writing a simple note to a coworker. Once you create the letter, you can customize it by adding the mail merge fields you want—and then it’s just a few short steps to the final merge process.

Set Up Your Letter

  1. Create and save your letter.

  2. Click the Start Mail Merge button, and choose Letters.

  3. Click Select Recipients and choose one of the following:

    • Type New List to enter your data.

    • Use Existing List to use data that exists in a file Word can read.

    • Select From Outlook Contacts to use data from your Outlook Contacts list.

  4. Click Edit Recipient List.

  5. Select or clear check boxes to choose recipients.

  6. Click OK when you’ve finished.

Specify the Data to Be Merged

  1. In your document, click where you want to add information from your data source.

  2. In the Write & Insert Fields group, click the type of information you want to insert.

  3. In the dialog box that appears, specify the options you want, and then click OK. Continue adding items to the letter.

  4. Click Preview Results.

  5. Click to preview the letters.

  6. Click Edit Recipient List to make changes to the data list.

  7. Click Auto Check For Errors.

  8. Click Finish.

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