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Chapter 12. Using Outlook with Other Pro... > Sending Form Letters to Contacts

Sending Form Letters to Contacts

You can use Outlook and Word to create form letters. For example, you can merge your contacts with a document that you create in Word, and then quickly and easily produce a complete mailing list. You can create and save the form letter in Word first, or type it as you need it. The letter is called the main document and your list of contacts is called the data source. Word's Mail Merge feature provides the most frequently used merge fields, such as First Name, Last Name, Company, Address 1, State, and so on. You can choose from address-related fields or database-related fields, depending on the type of information you are merging.

Send a Form Letter to Contacts

Click the Contacts button on the Navigation pane.

Click the Tools menu, and then click Mail Merge.

Click the New Document option (or click the Existing Document option, click Browse, locate and select the document, and then click OK.

Click OK.

Microsoft Word opens, displaying a new or existing document with the Mail Merge toolbar.

In the Word window that appears, click the Main Document Setup button on the Mail Merge toolbar, select the document type you want, and then click OK.

Click the Mail Merge Recipients button on the Mail Merge toolbar, select the recipients you want to include, and then click OK.

In the document, type the contents of the letter.

Click to place the insertion point where you want to insert fields, and then click the Insert Merge Fields button.

Select the Address Fields option or the Database Fields option.

Click a field, and then click Insert. Repeat to insert additional merge fields.

Click one of the following buttons: Merge To New Document, Merge To Printer, Merge To E-Mail, or Merge To Fax.


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