Mail merge option in Word is used when you want to send the same letters to people. In these letters, except for a few special cases, the rest of the text is the same. With The address block option in Word you do not need to specify individual integration fields such as first name, last name, street address, city, state, province, zip code. All of these integration sections are included in the address block section. First you need to go to the Mailings tab.
How to Add Address Block in Mail Merge in Word
The Mailing tab in Word software contains 5 sections:
Create: This includes Envelopes and Labels that you can use to create envelopes and labels.
Start mail merge: includes tools for determining the type of document and creating a list of recipients and editing them.
Write & Insert fields: Includes tools for adding different fields to the document and using rules.
Preview Results: Includes tools for previewing the document.
Finish: The final part of the post integration used for printing.
When you prepare a text, you must put the fields you specified for each person in the document file. Place the cursor where the fields should be named. You need to click on the mailings tab and go to the Write and insert section. There is the Address Block option.
Then you have the Address block and other options:
The Address block: Using this option, you do not need to specify individual merge fields such as first name, last name, their postal address, city, state, province, zip code. All of these integration sections are included in the Address Block part.
There are two ways to start mail merge in Word:
Using the Mailing tab
Using Step-By-Step Mail Merge Wizard option from the Start Mail Merge icon.
In Step-By-Step Mail Merge Wizard method, that is a very convenient and will get you the desired result in 6 steps.
Go to the Mailing tab and click Start Mail Merge.
Select the Step-By-Step Mail Merge Wizard option to open the Mail merge panel on the right side of the page. Now follow the steps below.
In the first you need to determine the type of document. There are 5 options at this stage: Letters, E-mail message, Envelopes, Labels, and Directory.
To go to the next step, you must click Next.
In the second step, you must select the document that you want to send to people. There are 3 options in this section: Use the current document, Start from the template, Start from existing document. Choose the document based on your need.
Now click Next.
In the third step, you must select the recipients of the letter. Here are 3 options:
Use an existing list: Use a pre-written list.
Select from outlook contacts: If you use Outlook software to send and receive email, you can use its contact list.
Type a new list: Create a new list.
Click Next to write your letter.
Prepare the text. You must put the fields you specified for each person in the document file. Place the cursor where the fields should be named. You can insert The Address block.
For inserting address block in Word 2019 you should follow these steps;
1- Before inserting an address block in your letters, insert some blank lines before Greeting line part.
2- Click on the Mailings tab.
3- Click on Address Block.
4- In the Preview part, you can see how the address will appear in your letters.
As you see we do not have appropriate items in the address block.
For modifying the data you should follow these steps;
- Click on the Match Fields
In the Match Fields dialogue, you see, in front of the items which you have in your address block, you don’t have appropriate content, go and correct them.
Click on Ok.
Now you can see in the Preview part the content of the address block changed.
5- In the “Specify address elements” part, you can specify that you want to have the name of the person who will receive the letter in the address block or not and also you can choose your desired format in the name section.
6- You can select “Insert postal address” box if you want to have the country name in your address block.
- If you select “Never include the country/region in the address” the name of the country will not be shown.
- If you select “Always include the country/region in the address” the name of the country will be shown in the address block.
- If you select “Only include the country/region.
you can select the name of the country which the letter was sent from it.
So you have only the name of the country in the letters which the receivers of the letters are lived outside the original country.
- Click on Ok.
Now you can see the address blocks which are added at the begin of your letters. for checking the content of it you can
Click on “Preview Results”.
By Clicking on the arrow you can go to the other letters.
How to Change the Format of Address Block;
If you want to change the space between lines of the address block or change the size or font or other properties of text, you can follow these steps;
1- Select the text of Address Block.
2- Click on the Layout tab.
3- In the Paragraph part, you can reduce the space between the lines.
4- You can also click on the Home tab and in the Font part change the font or other properties which you want.