What is mail merge 2

Mail merge - lists or directories

Tips and tricks for Word


  1. Basics
  2. Directory with a heading in the header
  3. Directory with a heading at the beginning of the list
  4. Directory with seminar title in the header
  5. Directory with query of the seminar number
  6. Product catalog with pictures
  7. Name directory formatted
  8. Grouped directory
  9. Directory on the blog 1 | 2 | 3 | 4 | 5
  10. Note on "Next record" in the directory (blog)

Mail merge is suitable for creating a shortened version from an extensive list. For example, I often have very extensive address lists of participants for events, but I only need their names as a printed list of participants. Another example is a formatted list of names.

The table should be structured line by line - not like a label, but like a list. I also need a headline.

In most cases, two problems arise for the user:

  • The table heading is repeated somewhere and not always at the beginning of a page as desired
  • There are no names - it is always the first on a page that is conspicuous

Building the list or directory as I describe will avoid both mistakes.

In my example, the original table is an Excel table, if you want to participate, download it - the link is in the download area at the top.

The Word participant list consists of a simple three-column table.

The heading is not part of the table, but is placed in the header. Copy a table row and paste it in the header row.


To ensure that the heading and the table are close to one another, you must select and reduce the size of the paragraph following the table.


The space before and after must be zero, the line spacing is simple, the font size is 1 pt. Then pull the upper edge of the page up so that the heading line and the first table line are very close to one another.

Return to your document and create the mail merge:

  • Shipments / start mail merge / directory
  • Select recipient: select the Excel list (or another address source)

Paste the mail merge fields. You don't need another line.


If you select "Directory", it is not necessary to create further table rows or to work with the "Next data record" field. In principle, you use one line for directories and never the "Next data record" field!

Then add all the names together with "Shipments / Complete and merge / Edit individual documents". Select "All".



The following document is the compilation of all addresses in the list.

Incorrect representation and the reason

The missing names problem that I mentioned above shows up like this:

At the end of the first page there is record 17, followed by record on page 2 - record number 18 is missing. No. 36 is also missing when changing from page 2 to 3.

The error arises because users use "label" or "letter" as a basis and place "next record" in the wrong place - namely at the end of the record.
If you absolutely want to work with labels or letters, at least reverse the order: "Next data record" is at the beginning of the following data record. "Next data set" is only used from the second data set onwards.