When you have bulk mail to send to people on your Outlook contact list, you can use mail merge in Word. An Outlook contact list can be used as a data source for mail merge. The contact list is an address book that is used to capture and organize information about people.
In the document, click where you want to add the greeting.Click Greeting Line.
Note: If the Greeting Line command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.
Choose the name style that you want to use, and set other options. Once done, select OK.
Tip: To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.
To make sure the field is formatted the way you want, highlight the whole field, including the marks at each end.
Click Home, and then check the font and font size.
These same steps work for adding addresses to a mailing labels document—all at once, instead of separately inserting the name, street, city, and all the other parts of the address.
Just click Address Block instead of Greeting Line.
Note: If the Address Block command is grayed out, click Select Recipients and choose the kind of mailing list you’re using—Outlook Contacts, an Excel spreadsheet, or an .mdb file that you created earlier in Word. If you don’t have a mailing list yet, click Type New List to create your list in Word.Word gives you options for making the name on the address more formal or more informal.Tip: To make mailing labels single spaced, select the Address Block field, click Page Layout and enter 0 in the Before and After boxes under Spacing.If you want to add a customized greeting or other information from your mailing list, you can add fields one a time.Click in your document where you want to add the mail merge field.Click the arrow next to Insert Merge Field, and then click the field name.If you don’t see your field name in the list, click the Insert Merge Field button.Click Database Fields to see the list of fields that are in your data source.Click the field you want to add.Click Insert.