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: Using Mail Merge to Complete Documents.

Using Mail Merge to Complete Documents

by Allen Wyatt
(last updated January 26, 2015)

Word's mail-merge feature is most often used to create what used to be called "form letters" or to create labels from a list of individual pieces of data. Another use for mail merge, however, is to use it to help create complete documents from a group of individual pieces. You can use mail merge to easily complete standard documents that have well-defined items that must be changed each time the document is composed.

Over time you might develop source documents to use with your business. For instance, if your business involves estate planning, you might develop documents dealing with powers of appointment, health care directives, trust agreements, wills, real estate deeds, etc. Each document could have many of the same elements: names of parties (such as document creators, beneficiaries, and trustees), dates, addresses (counties, cities, streets, states, ZIP Codes), genders, etc. Since those elements are common, it seems logical to place merge fields in those spots in the documents where the common elements are required.

You can then create a data input file that consists of a Word table with the specifics for each client. This information can be easily put on a CD and kept in a client's folder. A macro, initiated by simple, easily remembered key combinations, could then be used to create the final merged document.

The benefit is that an approach like this allows you to create whole sets of documents in short order. By using mail merge in this manner, you can produce exactly what you need very quickly. For instance, if you were (again) in the estate planning business, you might be able to create a rather lengthy death tax efficient trust agreement, one or more wills, powers of appointment, sets of health care directives, lists of instructions and sample letters, and other related documents in less that half an hour.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1307) 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: Using Mail Merge to Complete Documents.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

MORE FROM ALLEN

Asking for Delete Confirmation

When you select some text and then press the Del key, the text should immediately be removed from your document. If you see a ...

Discover More

Dissecting a String

Want to pull a string apart in a macro? It's easy using the string functions introduced in this tip.

Discover More

Missing Fonts in a Letterhead

When you create a document (such as a letterhead) that you want multiple people to use, you need to be concerned with whether ...

Discover More

The First and Last Word on Word! Bestselling For Dummies author Dan Gookin puts his usual fun and friendly candor back to work to show you how to navigate Word 2013. Spend more time working and less time trying to figure it all out! Check out Word 2013 For Dummies today!

MORE WORDTIPS (MENU)

Automatic Scrolling

Spend a lot of time scrolling around in your document? You might find one of Word's hidden scrolling commands to be a nice ...

Discover More

Changing an AutoShape

Got an AutoShape you previously added to a document, buy you now want to change to a different shape? You can change ...

Discover More

Starting a Discussion

Tips for getting your Discussion started.

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments for this tip:

There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)

This Site

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.

Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.

Links and Sharing
Share