Step 4: Inserting Merge Fields

Now we get to the fun part, inserting recipient information from the data source into the Word document. As you can see, there are a number of different options for types of items to insert. If you pick any of the first four options, then Word will match the fields that you have in your data source to what it believes are the corresponding fields that it has for the items. This is called "mapping." However, I have found that Word does not always get the mapping correct.

Therefore, I always use the 'More items' option. This gives me more control over where and how the fields from my data source are inserted.

To do this, first select the place in the document where you want to insert a field from the data source and click on 'More items'. A box will pop-up, giving you a list of all of the fields that are possible to insert. (Remember how in Step 3 I told Word that the headers were in our top row? This is why.) Select the field that you want to insert and click 'Insert'. It will replace the selected section of text with "«field_name»."

 step 4 menu

inserting a field

Here is my letter with all of the fields merged in. Compared to the pre-merged version, you can see that the merged fields are in the same places and have very similar names (because I called most of them the same thing).

However, if you look at where "<number>" was it now says "«M_of_Tickets»." If you look at the data field from the Excel file, you will notice that it is titled "# of Tickets." Mail merge has trouble converting spaces and some characters and spaces into Word, so it will replace them with its own formatting. There is no need to worry about this.

letter with merged fields

Also, note the spacing around the fields. Word will merge in the data exactly where the fields are placed. So, if you want a space between someone's «First_Name» and «Last_Name», you have to make sure that is there in your document.

Once you have entered all of your merged fields into the correct places and checked the formatting around them, click on 'Next: Preview your letters'.

 

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