4) Insert the Mail Merge Fields
In your Mail Merge source file (normally an Excel file), it is important to make sure that all of your information is properly formatted. This means that only last names appear under the “last names" field and that there is no missing information in the source file. If you are missing someone’s zip code, for example, now is the time to fill in that missing information.
To add Mail Merge fields to your Word 2007 document, click on the arrow on the SELECT MERGE FIELDS button on the Ribbon. Here you will see a list of the fields from you address source file (see Figure 3). Place your fields in one at a time just where you want them to appear in your document.
When you are finished inserting your Mail Merge fields, you can edit them to look any way you want. For example, you can bold, italicize, left/right justify, place spaces, and do just about anything else you want just as if the fields were printable text in your Word 2007 document.
To complete the Mail Merge, click on the arrow on the FINISH AND MERGE button on the Ribbon and choose PRINT DOCUMENTS. A new document will then print for each of your addresses in your Mail Merge source (Excel file).