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How Do I Do a Mail Merge in Word 2002/2003

You have a file you wish to `mail-merge' using Microsoft Word.

What are the steps?

Run the export program in Premvet, this could be one of the recall programs, Data Major, WordCSV for consent forms or any of the options that generate a 'CSV' file. The example here is generic - adjust as suits.

With Word 2002 (SP3) and Word 2003 Microsoft have changed the way Word processes Mail-Merge. Some of you may find it more intuitive - others may not. The bulk of this guide is based on the `New' method. You can switch back to the old 'friendlier' version - see the FAQ: Word 2000 Mail-Merge Helper if you prefer.

Start Up Word and while not essential make sure you have the Mail Merge Tool-Bar switched on (this example assumes it is).

The 1st step is to Select the Data Source, this is where Word is going to get the `data' to add to the letter.

  • Select the CSV file you want from the options displayed. This is the name of the CSV file generated by Premvet.

  • You may be prompted as to the `encoding' type - just click OK

  • You may also be prompted for the `delimiters`, select a 'comma' e.g.

    Word will then re-display the document type your letter as required.

    When you want to personalise it - click the 'Insert Merge Field' Icon on the toolbar, you will get a list of all the available options.
    The options will depend on the Data Source so you may not see exactly what is shown below - it will vary.

  • Continue as required.

  • If you want to look at the actual data click the ABC icon:

  • When you are ready just click the `Merge to Printer' Icon and away you go.

    Tip: Some people find it easier to load the CSV file into MicroSoft Excel first - filter the data, save as an .XLS file and merge that. The procedure is exactly the same as above except enter the Location and Name of the Excel file as the data source.

    Tip: As with Word 2002 (SP3) and Word 2003 Microsoft has added some new 'security' features into the software - if you save a Mail-Merge document you get a 'pop-up' next time you open it:

    All you need do is select Yes - however - this can be very annoying if the mail merge document is for a simple consent/recovery form!!. It can be disabled
    - See the FAQ: Suppressing Merge Pop-Up for details.