Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here: Using Merge Fields.
Written by Allen Wyatt (last updated May 16, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and 2021
When you are creating your main mail merge document, you use merge fields to indicate where Word should insert information it extracts from your data source. Once you have started the mail merge process you can easily insert the appropriate merge fields.
There are two ways you can choose to insert merge fields. The first is to use the same Mail Merge pane you used for the Mail Merge Wizard. Click on the More Items link to see which merge fields are available.
The other way to insert merge fields is to use the tools in the Write & Insert Fields group on the Mailings tab of the ribbon. In particular, use the Merge Fields tool, which lists each of the fields available for use in the document.
The best way to learn how to use merge fields is by experimenting. Try using different fields and see what happens. You can learn quite a bit this way, and you will be happier with the resulting merged documents.
WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (5966) applies to Microsoft Word 2007, 2010, 2013, 2016, 2019, and 2021. You can find a version of this tip for the older menu interface of Word here: Using Merge Fields.
Discover the Power of Microsoft Office This beginner-friendly guide reveals the expert tips and strategies you need to skyrocket your productivity and use Office 365 like a pro. Mastering software like Word, Excel, and PowerPoint is essential to be more efficient and advance your career. Simple lessons guide you through every step, providing the knowledge you need to get started. Check out Microsoft Office 365 For Beginners today!
When you merge data from Excel into a Word document, you may need to do some conditional processing based on the data you ...
Discover MoreWhen you are doing a mail merge in Word, you may need to calculate a date sometime in the future. Word doesn't include an ...
Discover MoreOne of the data sources that Word allows you to use for your mail merges is an Excel worksheet. You may get unexpected ...
Discover MoreFREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
There are currently no comments for this tip. (Be the first to leave your comment—just use the simple form above!)
Got a version of Word that uses the ribbon interface (Word 2007 or later)? This site is for you! If you use an earlier version of Word, visit our WordTips site focusing on the menu interface.
Visit the WordTips channel on YouTube
FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."
Copyright © 2025 Sharon Parq Associates, Inc.
Please Note:
This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and 2021. If you are using an earlier version (Word 2003 or earlier), this tip may not work for you. For a version of this tip written specifically for earlier versions of Word, click here:
Comments