See how to preview and merge your data, and follow your letters up with envelopes.
- [Instructor] We're ready to do the merge. Let's preview it first just to make sure everything's going to be okay. Still on that Mailings ribbon tab, I'll click Preview Results. It's going to swap the placeholders for the actual merge data. I'll click this arrow to jump all the way to the first record. From here, I can use these arrows to quickly hop from person to person and see how they're going to look. Just a few clicks can let me know if it's going to be okay. I can also click Check for Errors. This is a quick way to have it complete the merge and let me know if any errors occur. All of that depends on how confident you are in your data source and how clean that Excel file was. Now fortunately, data has come a long way even in the past five years, and mail merge used to be a little bit of a messy process, and it's much tidier now. So I'll click cancel on this. I'm pretty confident in our little 10 contact list. Once we're ready to go, all the way on the right-hand side of the Mailings tab, I'll click Finish & Merge. It's a dropdown with three choices. I can choose to edit our individual documents if I complete the merge. This way, it will give me 10 different Word documents. This is good if I want to customize the text, but it's not very convenient if you have a very long list. The wiser choice would be just to select Print Documents which will send all the documents directly to the printer without even loading them up on my computer. Finally, I do have a third option. If I decided, instead of printing these out and mailing them, I could send them as email messages. Remember, in that Excel file, I did have a column for email addresses. So this could be a feasible choice. But I'd still like to send them to the printer, so I'll choose Print Documents. From here, I can choose how many records I want to do. If this is the first time doing it, I would recommend printing one or two records or just the current one that you're on as a test. Once you know everything's going to go okay, then you can choose to print all of them. Click okay, and you're brought to the Print dialog. From here, it's just a matter of clicking OK. I'm going to click Cancel, however. If I want to go back to these placeholders, I can untoggle Preview Results, and it's going to go back to the same AddressBlock and GreetingLine placeholders. When I'm all done with this file, I can save it so I can reuse it over and over and over again. My documents that have been merged have already been sent to the printer, that part's done. So let's save this letter. I'll click File, Save As, and I could save it to OneDrive, but just for the sake of being quick, I'm going to browse and save it right to my computer. Mail Merge Doc, I'll click Save. Let's quickly print out some envelopes to go with these letters. I'll create a new document by choosing File, New, and then Blank Document. I'll go to the Mailings tab, click Start Mail Merge, and choose envelopes. It's immediately going to change the size of the document. From here, I can click the down arrow and choose what particular size envelope I'm going to be using. The Printing Options tab is going to tell me how I need to put it into my printer. I can choose whichever method my printer needs. I'll click OK, and once again, we need to select our recipients. I'll use an existing list, and I'm going to browse to that same Excel file. This looks familiar, I'm going to click OK on all of this. And again, it looks like nothing happens, but we can add our address blocks. Now, this is an envelope, so I'm going to click in the middle of the screen. Once I do that, a placeholder appears. From here, I'll select Address Block. I'm going to keep it in the exact format that I did for my letters. I'll click OK, and it's put right in. I do need a return address, so I'm going to click on the top left hand side just like an envelope, and put in those details. This looks good. Once again, we'll click Finish & Merge. I'm going to choose Print Documents again. I'll choose to print all records, or if I want to test just one, I can choose current record, and then click OK. Now, I can go through the exact same step. I'll put the envelope in the printer the way it needs to and click OK. I'm going to click Cancel on this, and just like before, you can always click Preview Results and see exactly what your envelope is going to look like. It's up to you if you want to save or close out of this document without saving it. I don't need to save an envelope template, so I'll click the X. I'll choose Don't Save, and I'm brought back to our other document that we had open.