Please Note: This article is written for users of the following Microsoft Word versions: 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365. 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.

Using Merge Fields

Written by Allen Wyatt (last updated May 16, 2023)
This tip applies to Word 2007, 2010, 2013, 2016, 2019, and Word in Microsoft 365


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 Word in Microsoft 365. You can find a version of this tip for the older menu interface of Word here: Using Merge Fields.

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. ...

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