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

by Allen Wyatt
(last updated March 27, 2017)

1

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, and 2013. 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. ...

MORE FROM ALLEN

Checking if a Workbook is Already Open

Knowing of a workbook is already open can be a prerequisite to your macro working correctly. Here's how to check it out.

Discover More

ScreenTip for an Image

You can configure images in Excel so that if someone clicks on them, a macro is executed. You cannot, however, have a ...

Discover More

Connecting to an External Screen

Got a second monitor or projector you want to use with your Windows system? Here's how easy it is to take advantage of ...

Discover More

Learning Made Easy! Quickly teach yourself how to format, publish, and share your content using Word 2013. With Step by Step, you set the pace, building and practicing the skills you need, just when you need them! Check out Microsoft Word 2013 Step by Step today!

More WordTips (ribbon)

Mail Merge and Data Source Documents become Unattached

When you create a mail merge document, you attach it to a data source that is the basis for the information to be merged ...

Discover More

Speeding Up Mail Merges

The Mail Merge tool in Word is a great way to create new, customized documents. If you are doing a lot of merging, you ...

Discover More

E-mailing from a Mail Merge

Word has a great mail merge capability. Inherent in this capability is the option to send your merged documents via ...

Discover More
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

View most recent newsletter.

Comments

If you would like to add an image to your comment (not an avatar, but an image to help in making the point of your comment), include the characters [{fig}] in your comment text. You’ll be prompted to upload your image when you submit the comment. Maximum image size is 6Mpixels. Images larger than 600px wide or 1000px tall will be reduced. Up to three images may be included in a comment. All images are subject to review. Commenting privileges may be curtailed if inappropriate images are posted.

What is 3 + 4?

2013-07-08 09:49:30

Bryan

There is at least one more way. If you know the name of your merge field you can also add it manually. Type CTRL+F9 to add a new field, then type MERGEFIELD <Merge field name>. For example, { MERGEFIELD Name } will merge the “name” field. Note: you can’t add brackets manually; you have to use the shortcut.


This Site

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.

Newest Tips
Subscribe

FREE SERVICE: Get tips like this every week in WordTips, a free productivity newsletter. Enter your address and click "Subscribe."

(Your e-mail address is not shared with anyone, ever.)

View the most recent newsletter.