Use Mail Merge
Using Word's mail merge is another essential task if you're using Word as part of a mailing distribution. Here's how you can set Word's Mail Merge to create a basic form letter and customize it with field codes filled by a data source.
Create your data source first. This can take many different forms, but a common one is a Microsoft Access database. Create the following table in Access. Note that the first row contains the field names.
roy,neary,123 sycamore st,smallville,kansas, 32888
clark,kend,456 elm rd,bigville,new york, 32178
lois,lane,876 maple ave,big rock,florida, 32999
Return to Word and open a new document. Start the Mail Merge Wizard by selecting "Mailings>Start Mail Merge>Step by Step Mail Merge Wizard."
Ensure the "letters" option is selected in the new "Mail Merge" window that appears on the right, then click the "Next:Starting document" link at the bottom of that window.
Select "Use the current document" in the "Select starting document" step, then click the "Select recipients" link. Choose "use an existing list," then click the "Browse" button. Open up the Access database you just created.
Click "OK" to close the "mail Merge recipients" dialog box, then click the "Write your letter" link.
Paste the following text into your form letter:
Thank you for your recent purchase. We hope you enjoy the product and that your neighbors in «city» enjoy it, too.
The Big Company
Each of the words enclosed in << and >> is a merge field code that you don't type directly, but insert as follows: select the first field code ("<<fname>>"). Select "Mailings>Insert Merge field>fname" to insert the code. Repeat this for the remaining terms surrounded by << and >> in the letter just given. Be sure to match the correct field code to the bracketed text (i.e. choose "Insert Merge field>lname" to match <<lname>>, "Insert Merge field>street" to match <<street>>, and so on).
When you've finished adding all the merge fields, click the "Preview your letters" link. Browse through each letter by clicking the "<<" and ">>" buttons. Notice that the merge fields have been filled with the values from the Access database. Save or print the finished merge letter.
Read more about Word's Mail Merge feature here.