Please Note: This article is written for users of the following Microsoft Word versions: 97, 2000, 2002, and 2003. If you are using a later version (Word 2007 or later), this tip may not work for you. For a version of this tip written specifically for later versions of Word, click here: Speeding Up Mail Merges.
by Allen Wyatt
(last updated September 24, 2011)
The Mail Merge tool in Word can be very helpful in combining information from a data source (such as names or addresses) with information in a standard document (such as letters or labels). If you have many, many records in your data source, though, the mail merge might not run as quickly as you like.
For example, let's say you are merging a large amount of data (10,000 or 20,000 records) with a single-page document to create a form letter. The most common method of doing a merge is to create a new document that contains the merged information. As each record is fetched and processed, a new page is added to the merged document. If you have 20,000 records in your data source, this means you are attempting to create a 20,000 page document! Word won't theoretically choke on such a huge document, but it may slow to a crawl depending on the capabilities of your computer.
There are a few things you can do to help speed things up. First of all, make sure you are using Normal view before you do the merge, and that you turn off background repagination. This should stop Word from trying to repaginate the document during the merge process. You will also want to turn off any anti-virus software you use, or at least configure it so that it won't scan Word documents for viruses.
Another obvious thing to try is to not merge to a new document, but merge directly to the printer. Since mail merging is still a memory-intensive operation, you may still notice slowdowns while merging. In this case, you should apply any or all of the following items, which can generally conserve memory use on a PC:
After trying all these things, if you still can't get a mail merge to finish quickly, you will need to either add more memory or merge fewer records. In other words, instead of doing a single mail merge of 20,000 records, do ten mail merges of 2,000 records each.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1304) applies to Microsoft Word 97, 2000, 2002, and 2003. You can find a version of this tip for the ribbon interface of Word (Word 2007 and later) here: Speeding Up Mail Merges.
Comprehensive VBA Guide Visual Basic for Applications (VBA) is the language used for writing macros in all Office programs. This complete guide shows both professionals and novices how to master VBA in order to customize the entire Office suite for their needs. Check out Mastering VBA for Office 2010 today!
An easy way to perform a mail merge starts with creating a data file in a Word document. This tip shows how you can create ...Discover More
If you are filtering a mail merge in Excel, and you get blank labels in the printout in Word, chances are good that something ...Discover More
When you merge data from Excel into a Word document, you may need to do some conditional processing based on the data you are ...Discover More
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Got a version of Word that uses the menu interface (Word 97, Word 2000, Word 2002, or Word 2003)? This site is for you! If you use a later version of Word, visit our WordTips site focusing on the ribbon interface.