How to create Form Letters in Outlook

First of all, what is a Form Letter? It is a letter with standard text that has been printed over and over but with a different name and address printed on each copy.

In order for us to create a Form Letter in Outlook we must follow the below procedure.

First we must start Outlook and from the left area of the screen we must select the Contacts button in order for the contacts to appear. Then from the area of the ribbon named Actions we select the Mail Merge button (this procedure is for Outlook 2010). For the users of Outlook 2007, we select the menu Tools and from the drop down menu that appears we select the command Mail Merge. Whatever version we are using the Mail Merge Contacts window appears.


Once the Mail Merge Contacts window appears, from the area of the window which is named Merge Options and is located at the lower left corner of the window we select the Form Letters option from the drop down menu. Once selected the Form Letters appears once we have made our choice.


Now the Merge To list is located at the right of the Document Type, where we must select the New Document options from the drop down menu. Usually it appears automatically but we check it just in case.


Once we have done the adjustments, and by pressing the OK button, a warning window will appear notifying us that we have contact groups in our contacts that will not be included in our mail merge, as shown in the image below.


In order to continue we press the OK button.

Outlook starts exporting our Contacts and after a little bit Microsoft Word starts up, displaying a blank document. Here we type our Form Letter. Once finished typing our Form Letter all that is left to do is to Insert Merge Fields everywhere that we want the data from our Outlook Address book to appear in our form letter shown as shown in the image below.


Whoever wants to check out the Mail Merge procedure, that I have described in earlier posts can do so at the following links:

Link 1: Mail Merge With the Use of the Ribbon

Link 2: Mail Merge With the Use of the Wizard

About Smart Office - philippospan

MVP: Honored with the MVP (Most Valuable Professional) for OFFICE SYSTEM title for the years 2011, 2012, 2013, 2014 and 2015 by Microsoft, for my contribution and commitment to the technical communities worldwide. Microsoft Master Specialist: This certification provides skill-verification tools that not only help assess a person's skills in using Microsoft Office programs but also the ability to quickly complete on-the-job tasks across multiple programs in the Microsoft Office system

Posted on February 21, 2012, in Microsoft Office 2010 English, Outlook 2010 English and tagged , , , , , , , . Bookmark the permalink. Comments Off on How to create Form Letters in Outlook.

Comments are closed.