Microsoft Word 2013 Training – Mail Merge – Part 1

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During this Word 2013 tutorial, learn the basic principles and steps in for getting started with a Mail Merge in Microsoft Word 2013.

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Hello and welcome back to our course on Word 2013. In this section, we’re going to take a look at Mail Merge. Now you’ve probably heard of mail merge before. You may even have done mail merges before. And it’s one of the main applications of Microsoft Word in many offices and businesses around the world. Now progressively over versions of Microsoft Word, the mail merge facilities have been considerably improved both in terms of how flexible and powerful they are and in terms of how easy they are to use. But it is still the case that many people manage to find the mail merge a pretty difficult thing to do and do get in quite a bit of trouble with it.

Now from the point of view of showing you how to do a mail merge, what I’m going to aim to do here is to take you through one or two very straightforward examples and then I think it’s very important that you practice some of those basic ones before you try to do anything too complicated yourself. As you go into the more complex possibilities within mail merge and I will mention some of these briefly as we go along, the basic procedures, the basic principle still apply. So it’s important to understand the basics first before you try to do anything too complicated. So in this section, I’m going to do a full but straightforward mail merge.

First of all, I’ve opened and empty blank document and click on Mailings and on the Mailings tab which we haven’t looked at so far, there are a number of groups and I want to quickly talk about those groups because to some extent they explain what a mail merge consists of. Basically, we can create various types of object to mail merge with. Let’s suppose you’ve got a list of customers and as part of your mail merge, you’re going to create an envelope for each customer to send a letter to. Well, this first group here, the Create Group, is a place where you can create envelopes. If you don’t use envelopes, if you’re doing something where you need to produce labels, then you’ve got an option here to create labels.

Now in terms of actually starting the mail merge, that’s the button there. That’s the one we’re going to click at the moment. But before you really get started on the mail merge, you may want to setup a list of recipients. So again, let’s suppose you’ve got a list of customers that you’re going to send a mail out to. Let’s also suppose that in some way you need to filter your standard list of clients. So perhaps you’re sending something out to clients who are generally interested a particular type of product. So that’s where you select your recipients. That’s how you get the mail merge started.

This group in the middle, Write and insert fields, this is where we actually setup the fields in the document that we are going to merge. Now in order to explain this, I want to take a very simple example. Let’s suppose we’re going to just send a Happy New Year letter to all of our clients. All we really need to do in the letter is to put in the name of address of this client, probably a salutation like Dear Sir or Hello Jim or whatever it might be, and that’s pretty much it, but we want to write one letter and we’re going to mail it to hundreds or maybe thousands of clients and it’s going to look like a personal letter to each of those clients. Now those fields, that’s things like the salutation, the name of the client, and the lines of the address are what are called the Merge Fields and this is where we can control the fields. Now over here this group is the Preview Results Group.

Sorry, we couldn’t fit the entire video transcription here since YouTube only allows 5000 characters.


Milford Cubicle says:

Thank you.

Prabjot Kalsi says:
Bonita Lawrence says:

Really helpful thanks

Oh 2 Hilarious says:

Maybe a bit late, but great video and a great voice, easy to understand in 2017

Tobby Kolledin says:

awful accent

Jaangir Vatsh says:


jouma jadia says:

Tank you very much for this useful video but i just wondered if it is possible to add an attachment to it i.e PDF

rocky orourke says:


A.K.A lordswill says:

Thank you very much guy that s a very helpful video

Morton Wakeland says:

I figured this out sometime back. I think toooo much detail. Strictly me though. You’ve covered every knot hole on the tree….May I suggest #1 differentiate between mail merge and email merge and using Directory.I only use email merge. #2 if you are using Word for document and Excel for data (Outlook if doing email merge) – build your data set first in Excel. #3 In Word, build your document, noting in the document where you want to insert merged fields (placeholders). I simply will be brackets around the location, e.g., [nameofperson]. For easy identification, I make that name the same as my header in Excel whose column contains the name of the person you are gonna send the email/mail to. Then go through the process of inserting each field at each location in your document. Note: this process is only for one record = one row. This process here will not address multiple rows of information for a single record. Am hoping your UTube #2 covers that for I’ve been search 2 days and no one can explain, no one can write effectively, and no one differentiates between email / mail merge.They are different. Otherwise pretty darn good presentation. Would attach a two page “how to” but see no way of attaching any doc’s. Best summer wishes from Dallas!!

Suman Chahal says:

Thanks a lot for this very helpful video.

PhantomiteGamers says:

when ever i save a word document it screws up my work… like jumbles it all up

sajid ali says:


Haden Acklin says:

i agree with rocky, this video is just bruh

Mary Ryan says:

I have 4000 contacts (have been a real estate broker for 40 years so that is only 100 new contacts a year so it isn’t all that unusual, or is it?)   I think I had two add in programs for Outlook mail merge.  The latest once was ProWrite out of Canada.  I think it became obsolete with 2007.  So I have Outlook categories and use them. There isn’t a category field filter in Word that I can find.  If I do a mail merge letter from Word, the only way I could figure out to do it is to create a new subfolder in Contacts, temporarily move my contacts to the subfolder and I can quickly locate the recipients of a word mail merge. When finished I restore the contacts and delete the subfolder.  Thus I usually do my mail merges from Outlook.  There has got to be lots of old Prowrite (and similar programs) users who could use a tutorial for mail merge originating from Outlook.  Meanwhile, another great tutorial. 

A Magoma says:

You say: “I’ve opened an empty blank document”…but you don’t show HOW!!!!! We’re not all computer savvy. Some of us need to be show in a slow step-by-step, deliberate way. Sheesh!

rocky orourke says:

top^ of of the line bruh

James Marlor says:

Thanks man really helped

gigi arnaud says:

thank you,i just start preparing for mos word 2013.

Helen Akram says:

oh man, I meant to say Mr. Toby, hee hee, I feel so silly …this sista might need to color her hair blonde, no offense to anyone hee hee.  Atlanta, November 2016.

Santhosh P says:

Thanks for this. Is it possible to add an attachment in the mail merge?. The attachment could be a pdf file or an excel file.

Ronnie Taylor says:

Great I learnt so much and understand this feature much better

rocky orourke says:

totes bruh

Định Pu says:

thank you so much, that’s good …

rocky orourke says:

Bruh this vid bruh

Kweli Nzito says:

I have followed this demo very closely using an HDMI connection with my laptop. But after clicking on Templates on, the site did not have a search box after clicking Word on the website. So I could not get open mail merge templates. The only available option was “Letters”. And after clicking on that option, a new online window opened but this did not take me back to my mail merge document I was working with. Anybody know why that is? Thanks!

El A says:

How do I insert an address from Outlook on a Word document so that the full address–Contact name AND professional title, company name and address–are pasted on the document?  Currently, what’s getting inserted is just the full name and address.

bubblychick bubblychick says:

You are brilliant. Thank you so much. Your videos are amazing and so eloquently explained.

Dr Shabbir ali khan says:


Satheesh Suswinth says:

tnx a lot bro!!!

Tuan Anh Nguyen says:

Thank you Simon, such a helpful video, thumbs up!

Mathis Villet says:

i want to sleep

Floyd Walker says:

to be very honest. muted, speed up and listened to jazz but thanks for the help

Napoleon4778 says:

Can I use this adding attachments with my emails?

Raju Das says:

Thank u sir. This tutorial really helped me .

NaturalVrouw says:

Thank you for taking the time to explain this… It was very helpful!

jaheim bronson says:


Edgar Villegas says:

Excellent tutorial!

Rebecca Swile says:

Are you being serious?

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