You can use mail or email merge when you want to create a large number of documents that are mostly identical but include some unique information. For example, you can use mail merge to create individually customized publications with personalized notes or unique addresses and salutations. You also can use mail merge to create a product announcement that you want to customize before sending to specific people. The text of the publication is always the same, but the name and address are different for each recipient.

Choose Mail Merge or Email Merge. Create or connect to the recipient list. Prepare your publication. Create the merged publication. Cancel a merge. The first thing to do is choose if you are creating a mail merge for printing or an email merge for online distribution.

To perform a mail merge, you’ll need to open a new or existing publication and then connect to a data source a file containing the unique information that you want to include. A data file may contain a list of names and addresses, product data, or pictures. The data file can be in a variety of formats, including:. You can connect to an existing list or data source, or you can create a new recipient list. If you want to use only certain entries in your list, you can filter your list by a specific criterion.

You can also sort the items in alphabetical order. Note: If you want to merge pictures into your publication pages, your data source must include either file names or paths for the picture files that you want to merge. Don’t include the actual pictures or images in your data source. By default, Publisher stores data sources in the My Data Sources folder. You may need to browse to locate your data source. In the Select Data Source dialog box, click the data source that you want, and click Open.

Depending on the type of data source that you select, other dialog boxes may appear requesting specific information. For example, if your data source is an Excel workbook with info on multiple worksheets, you’ll need to select the worksheet containing the info you want. If you’re prompted to choose a mail profile, click the profile that you want, and then click OK. In the Select Contacts dialog box, click the contact list that you want, and then click OK.

All of the contacts in the folder appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of recipients to include in the merge. If you don’t have an existing list to connect to, you can create a new list. In the New Address List dialog box, type the info for the first entry in the fields relevant for your mailing. Note: To change the default columns, click Customize Columns and add, delete, rename, and reorder the columns in the list.

When you’ve finished entering info for the first entry, click New Entry. Repeat step 2 and step 3 until you have finished adding entries, and then click OK. In the Save Address List dialog box, type a name for the address list in the File name box, and save it. It’s best to keep the address list here because this is also the default folder where Publisher looks for data sources.

All of the contacts in your new list appear in the Mail Merge Recipients dialog box, where you can filter and sort the list of recipients to include in the merge. In the Mail Merge Recipients dialog box, you can select the recipients that you want to include in the merge. Select the check boxes next to the recipients that you want to include, and clear the check boxes next to the recipients that you want to exclude.

If you want to use only certain entries in your list, you can filter your list by a specific field or criterion. After you filter the list, you can use the check boxes to include and exclude records. Filter items in the list:. Blanks displays all the records in which the corresponding field is blank.

Nonblanks displays all the records in which the corresponding field contains information. Advanced opens the Filter and Sort dialog box, which you can use to filter on multiple criteria. Tip: If your data source contains records that share the same information, and there are ten or fewer unique values in the column, you can filter by specific information.

The Mail Merge Recipients dialog box displays only the designated records. To display all the records again, click All. If you want to see items in alphabetical order, you can sort the items in your list. Sort items in the list:. In the Mail Merge Recipients dialog box, click the column heading of the item you want to sort by. For example, if you want to display the list alphabetically by last name, click the Last Name column heading.

To sort using multiple criteria, in the Mail Merge Recipients dialog box, click Sort. In the Filter and Sort dialog box that appears, select the criteria you want to sort by. Top of Page. A mail merge creates many documents from a single template using placeholder info and unique information that is added to the placeholder info on each document. After getting the recipient list together, you can get the main template ready. In your publication, point to where you want one corner of the text box to appear, and then drag diagonally until you have the text box size you want.

Click inside the text box, and then type the text you want to appear in every version of your mail merge publication. In your mail merge publication, click inside the text box where you want to insert the data field. In the Insert Address Block dialog box, click the address elements that you want to include, and then click OK.

Note: If the names of the data fields in your data source don’t match the names of the fields that Publisher uses for the address block, you may need to click Match Fields in the Insert Address Block dialog box. In the Match Fields dialog box, use the drop-down lists to select the fields from your data source that correspond to the Publisher fields.

In the Greeting Line dialog box, select the greeting line format, which includes the salutation, name format, and following punctuation. Select the that text you want to appear in cases where Publisher cannot interpret the recipient’s name; for example, when the data source contains no first or last name for a recipient, but only a company name, and click OK.

Note: If the names of the data fields in your data source don’t match the names of the fields that Publisher uses for the greeting line, you may need to click Match Fields in the Greeting Line dialog box. In the Insert Picture Field dialog, select the picture field to insert.

Do not include the actual pictures or images in your data source. You can apply formats to the data fields and any other text you’ve added such as a greeting of Hello or a salutation like Dear To format the merged data, you’ll need to format the data fields in your mail merge publication. In your mail merge publication, select the field containing the information that you want to format. If the field is an individual data field, on the Text Box Tools Format menu, click Font , and then select the options that you want.

If the field selected is recognized by Publisher as being a number, currency, date or time, click Format and change the formatting of how those kinds of fields are displayed. You can review how your publication will appear with actual data in the merged fields. To preview your publication, click Preview Results , and then do any of the following:. To preview entries in order, click the navigation buttons to see how each entry will appear in your merged publication.

The information from the first record of your data source populates the merge fields. You cannot edit your data source entries on your publication pages, but you can format, move, or delete data fields there. To find and preview a specific entry in your data source, click Find a recipient , and then enter the search criteria in the Find Entry dialog box.

If you need to, you can make changes to your recipient list. Do any of the following:. To exclude a particular recipient from the merge, click Exclude this recipient. To change the list of recipients, click Edit recipient list , and then make your changes in the Mail Merge Recipients dialog box. In the Print space, select the options that you want, and then click OK. Important: To print different sets of merge data—for example, different names and addresses—on each sheet of paper, click Multiple pages per sheet in the Printing options section.

If you choose Multiple copies per sheet , each sheet of paper will contain multiple copies of the same data. If you want to edit your merged pages, save them for later use, or print them at a later time, you can collect and save all of your merged pages as a single new merged publication that contains the actual data instead of merge fields.

In your new publication, in the Mail Merge task pane, click Save this publication. Name your new publication, and click Save. If you plan to add your merged pages to the end of an existing publication, make sure that your mail merge publication matches the existing publication in the following ways:. Publisher adds merged pages to a new or existing publication but can’t add them to an open publication. If a publication that you want to merge to is open, be sure to save and close it before you complete the merge.

In the Open Publication dialog box, locate the publication to which you want to add the merged pages, and then click Open. In the existing publication, click Save this publication in the Mail Merge task pane to save your updates.

In the Merge to Email dialog box, select the recipient field from the To drop-down list. In most cases this will be Email Address. Under Subject , type the subject line. Under Items to insert , click any data fields that you want to insert in the subject line. Click Options to specify any other options that you want, such as Cc or Bcc recipients or message attachments, and click Send.

If you also save the publication containing the merged fields, you can go back and edit the fields and create a new merged publication.

To save your merged publication, do the following:. You can cancel a merge to disconnect a mail merge publication or a catalog merge template from its data source.

Microsoft publisher 2016 mail merge problems free download

 
This article will help you get answers to the most common mail merge issues when using Publisher: Making changes to a data source or address list during the mail merge process, adding spaces to a merge field so that it looks the way you want it to, saving the merged publication, and printing different merged pages on a sheet (for example, different labels on a sheet of labels). When I mail merge with Publisher it prints the first 20 – 30 records correctly. Then it prints blank pages. I’ve tried Access, Excel and CSV merge files. All give same results. Same publisher and merge files work fine with Publisher And, I think they worked with before I updated to Anyone had/having same problem? Got a. Publisher for Microsoft Publisher Publisher Publisher Publisher More Less You can use mail or email merge when you want to create a large number of documents that are mostly identical but include some unique information.

Microsoft publisher 2016 mail merge problems free download

 
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