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: Merging and Printing.

Merging and Printing

by Allen Wyatt
(last updated May 4, 2017)

In the previous tip you learn how to check your data file against your master document to make sure Word could read both and merge them correctly. The next step is to actually merge your main document and data file to create the finished, merged documents. Word allows two different ways of doing this: you can merge to a new document, or you can merge directly to the printer.

Which method should you use? It depends on your comfort level with your final document. If you are fairly certain that your main document is set up properly and there is little chance for errors, then you can print directly to the printer. If, on the other hand, you may need to make some last minute changes before printing or you just want to see what the final output will look like, then you should print to a new document.

To merge directly to the printer, click your mouse on the Merge to Printer tool on the Mail Merge toolbar. To merge to a new document, click your mouse on the Merge to New Document tool. Both of these tools are right next to each other, and just to the right of the Check For Errors tool described in the previous tip.

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (1862) 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: Merging and Printing.

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

Comparing Document Versions

Do you need to compare two versions of a document to each other? Word provides a tool that can make this easy, as described ...

Discover More

Blank Lines before Tables

Adding a blank line before your table is easy, but Word's behavior as you attempt to make the insert can depend on where the ...

Discover More

ExcelTips: Powerful Lookup Functions (Table of Contents)

Want to access your data indirectly? The answer is to use Excel's lookup function. ExcelTips: Powerful Lookup ...

Discover More

Create Custom Apps with VBA! Discover how to extend the capabilities of Office 2013 (Word, Excel, PowerPoint, Outlook, and Access) with VBA programming, using it for writing macros, automating Office applications, and creating custom applications. Check out Mastering VBA for Office 2013 today!

More WordTips (menu)

Speeding Up Mail Merges

The Mail Merge tool in Word is a great way to create new, customized documents. If you are doing a lot of merging, you may ...

Discover More

Maintaining Leading Zeroes

When merging ZIP Codes from a data source such as Excel, you might find that Word ends up dropping out leading zeroes in the ...

Discover More

Conditional Processing During a Mail Merge

The Mail Merge capabilities can appear limited at first glance. One thing that is often overlooked (and which makes the ...

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

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 7 - 1?

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.

Newest Tips
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.