Start your free trial now, and begin learning software, business and creative skills—anytime, anywhere—with video instruction from recognized industry experts.

Start Your Free Trial Now

Inserting address blocks, greeting lines, and merge fields

Inserting address blocks, greeting lines, and merge fields provides you with in-depth training on Bu… Show More

Word 2010: Mail Merge in Depth

with Gini Courter

Video: Inserting address blocks, greeting lines, and merge fields

Inserting address blocks, greeting lines, and merge fields provides you with in-depth training on Business. Taught by Gini Courter as part of the Word 2010: Mail Merge in Depth
please wait ...
Inserting address blocks, greeting lines, and merge fields
Video Duration: 5m 50s 1h 31m Intermediate


Inserting address blocks, greeting lines, and merge fields provides you with in-depth training on Business. Taught by Gini Courter as part of the Word 2010: Mail Merge in Depth

View Course Description

In Word 2010: Mail Merge in Depth, author Gini Courter demonstrates how to take advantage of Word's Mail Merge feature to save a tremendous amount of time creating customized documents. The course offers tutorials on creating letters, emails, envelopes, and labels. It also shows how to use Mail Merge with Outlook and Excel, creating data sources, inserting fields, using IF and other rules for customized merges, and troubleshooting Mail Merge issues. Exercise files are included with the course.

Topics include:
  • Choosing or creating a data source
  • Using Mail Merge with Outlook contacts
  • Merging data from an Excel spreadsheet
  • Inserting address blocks and greetings
  • Matching fields from a data source
  • Previewing merge results
  • Using rules for customized merges

Inserting address blocks, greeting lines, and merge fields

We have created our letter, selected our data source as in Excel workbook, used Field Matching to match the fields in our data source with the fields that Word expects to see, and now it's time to actually insert those fields into our letter, so that we have data fields where we have text that needs to be variable, changed from letter to letter. This is wicked easy in Word 20010. So we are going to start with our letter, and we can insert fields in a number of ways. First, you can insert fields one at a time here.

You will notice these are the names of our fields that we matched up. We have First, Last, instead of First Name, Last Name, Name of Company instead of Company, and so on. So we could build this block out by simply choosing all of the different pieces. For example, we could build City, State and ZIP by putting in City and a comma space. We could then put in State and a couple of spaces, and we could then put in ZIP code, and that would work just fine. Notice that these fields have delimiters around them.

You don't want to ever type these in. These were inserted, not typed. However, I can insert the entire address block at one time. I can simply select all of this text and delete it, and let's drop in an address block. The Insert Address Block dialog box opens, and we get to choose how we want our address block to appear. Pay attention to the preview over here. So, for example, if we choose to have a Title and we have one it will be included, if we choose The Randall Family, it will put The, last name Family, on all of these.

If we don't want a company name, we simply clear the check box, no company name. If there was a field match that we missed earlier, you can get right back to that Match Fields dialog box right here. So I am actually going to choose the full name here. I want a company, and I am going to say OK, and there is my address block. Now it will be highlighted, so we will go clean up the formatting in a little bit. Let's now get rid of this text and insert a greeting line. Right here, in the Write & Insert Fields group, if I click Greeting Line, it opens the Insert Greeting Line dialog box.

Don't just insert a first name after the word "Dear." We want to look at that line as a whole, and there are a couple reasons for that. First, we get to choose Dear, To, (none). We will keep dear. That's kind of nice. And then do we want a whole name? If we have a First Name, do we want a First Name? That Joshua would be the First Name field, Josh would be the Nickname field, and if there's nothing in Nickname, it will use first name. So let's choose Dear Joshua, and then here is the reason you choose the whole line.

What happens if you had an invalid recipient name? Let me give you an example. You have a Company Name, but nobody listed by first name or last name, no contact for that company. Well, if all I do is replace the name with a first name, I will have Dear blank sent to anyone for whom I do not have a first name. I am going to say, if there is no first name, I simply want to have no greeting line whatsoever; no dear, no anything. I could also have chosen Dear Sir or Madam, or To Whom It May Concern. One of those three will usually get you where you want to go.

So here is a preview, and I can actually scroll through several of my records here. I am actually seeing folks from my data source as I scroll through. And again, if I was seeing last names, rather than first names in the preview, I could click Match Fields and go attend to that field match. I am going to say OK, and here is my Greeting Line. Then finally, I have a field down here that says Thank You in advance for your attendance in September, comma, first name. So I am going to select that, and we are going to just drop the first name field in right there. Now if you leave all these highlighted, it's kind of cool, because you can then preview the results, and you will actually see them laid out, and you will know what you are looking for.

There is John Rollins' letter, Pam Shepherd's, and so on. And you will see we have some things that we need to be attentive to. Not just the highlighting, but the spacing here, but the merge itself seems to be working just fine. So let's go back to the Home tab, and let's take care of our spacing. First, let's take this address block and tell that it's no spacing. We also need then, because the no spacing is a 10-point Calibri, and we have used a 12-point through the rest of the letter, so let's just select all of this, make it as 12-point as well, and let's update our Style, so that it's all going to be 12-point.

Then here, let's just get rid of this highlighting. No color. We'll get rid of our highlighting here. No color. That's looking good. Let's go back to our Mailings tab now. Now we can choose Highlight Merge Fields to see where all the fields are in our letter and preview the results the same way. The gray is not as pretty as the yellow, but it works just fine. Our document is all ready for mail merge now. We are hooked up to a data source, we have matched our fields, we have inserted our merge fields where we need them to be, and so let's save this. But first one more thing: spell-check.

This has a name in it. That's okay. We are going to ignore it, and it says we might want to not put a space here. We can ignore this as well. There is nothing like an error that you send to all kinds of people, because you included it in your primary merge letter. Now that I have proofed this and I feel good about it, we are going to go ahead and save this under a new name, and this is our Merge Apps Letter, and we will call this Final, because it's really ready to go, and we will be using it in the next video. You get a really big jump on creating a simple merge letter simply by using these built-in address blocks that use the fields that you matched up earlier using the Match Fields feature.

Use individual fields within the body of the letter, but try to use the Address Block and Greeting Line to kick off the beginning of your letter in Word 2010.

There are currently no FAQs about Word 2010: Mail Merge in Depth.






Don't show this message again
Share a link to this course

What are exercise files?

Exercise files are the same files the author uses in the course. Save time by downloading the author's files instead of setting up your own files, and learn by following along with the instructor.

Can I take this course without the exercise files?

Yes! If you decide you would like the exercise files later, you can upgrade to a premium account any time.

Become a member Download sample files See plans and pricing

Please wait... please wait ...
Upgrade to get access to exercise files.

Exercise files video

How to use exercise files.

Learn by watching, listening, and doing, Exercise files are the same files the author uses in the course, so you can download them and follow along Premium memberships include access to all exercise files in the library.

Exercise files

Exercise files video

How to use exercise files.

For additional information on downloading and using exercise files, watch our instructional video or read the instructions in the FAQ .

This course includes free exercise files, so you can practice while you watch the course. To access all the exercise files in our library, become a Premium Member.

Join now Already a member? Log in

* Estimated file size

Are you sure you want to mark all the videos in this course as unwatched?

This will not affect your course history, your reports, or your certificates of completion for this course.

Mark all as unwatched Cancel


You have completed Word 2010: Mail Merge in Depth.

Return to your organization's learning portal to continue training, or close this page.


Upgrade to View Courses Offline


With our new Desktop App, Annual Premium Members can download courses for Internet-free viewing.

Upgrade Now

After upgrading, download Desktop App Here.

Become a Member and Create Custom Playlists

Join today and get unlimited access to the entire library of online learning video courses—and create as many playlists as you like.

Get started

Already a member?

Log in

Exercise files

Learn by watching, listening, and doing! Exercise files are the same files the author uses in the course, so you can download them and follow along. Exercise files are available with all Premium memberships. Learn more

Get started

Already a Premium member?

Exercise files video

How to use exercise files.

Ask a question

Thanks for contacting us.
You’ll hear from our Customer Service team within 24 hours.

Please enter the text shown below:

Exercise files

Access exercise files from a button right under the course name.

Mark videos as unwatched

Remove icons showing you already watched videos if you want to start over.

Control your viewing experience

Make the video wide, narrow, full-screen, or pop the player out of the page into its own window.

Interactive transcripts

Click on text in the transcript to jump to that spot in the video. As the video plays, the relevant spot in the transcript will be highlighted.

You started this assessment previously and didn’t complete it.

You can pick up where you left off, or start over.

Resume Start over

Learn more, save more. Upgrade today!

Get our Annual Premium Membership at our best savings yet.

Upgrade to our Annual Premium Membership today and get even more value from your subscription:

“In a way, I feel like you are rooting for me. Like you are really invested in my experience, and want me to get as much out of these courses as possible this is the best place to start on your journey to learning new material.”— Nadine H.

Thanks for signing up.

We’ll send you a confirmation email shortly.

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

Keep up with news, tips, and latest courses with emails from

Sign up and receive emails about and our online training library:

Here’s our privacy policy with more details about how we handle your information.

submit Lightbox submit clicked
Terms and conditions of use

We've updated our terms and conditions (now called terms of service).Go
Review and accept our updated terms of service.